Cleaning Service Invoice Example: Annotated Office Contract

Sample cleaning service invoice

This is an illustrative example: the business, client and numbers are made up and are not market rates.

Payment terms: Net 15. Bank transfer or check payable to Sparkle Pro Cleaning LLC. Recurring service is billed on the 1st for the previous month.

Notes: October service log attached. Please give 48 hours' notice to skip a scheduled visit.

How the totals work

• Subtotal: $2,720 + $480 + $320 + $175 + $450 + $95 = $4,240.
• Taxable lines: $450 + $95 = $545.
• Sales tax: 10.55% × $545 = $57.4975, rounded to $57.50. Total $4,240 + $57.50 = $4,297.50.

Why only two lines are taxed: the Washington Department of Revenue treats janitorial services regularly performed by a commercial janitorial business, including cleaning interior and exterior windows, cleaning and waxing floors, cleaning rugs and upholstery in place, dusting and trash disposal, as services subject to service and other activities B&O tax, not retail sales tax (Washington DOR, common janitorial services). Specialized or non-repetitive cleaning is a retail sale; the Department's examples include specialty cleaning or resealing of grout or tile, construction cleanup, duct cleaning and exterior cleaning of a building (specialized cleaning services). Supplies such as toilet paper that you sell to the client are sales of goods, which is why the guide lets you buy them with a reseller permit. 10.55% is the combined rate for Seattle in the fourth quarter of 2026 (Washington DOR local rate flyer, Q4 2026); rates change quarterly, so check the current one.

Other states differ widely. Texas taxes maid and janitorial services, and Minnesota taxes building cleaning, including homes, but not tidying; the cleaning service invoice template has a Texas commercial example. Last reviewed October 28, 2026. This is general information, not tax or legal advice; check with your state revenue department or a tax adviser.

Field-by-field breakdown

• From: business name, address, email and phone. Clients call cleaners with scheduling questions, so put the phone number where it is easy to find.
• To: the facilities or property manager who approves the bill, and the billing address, which can differ from the service location.
• Service location: the address and suites cleaned. This matters for multi-site clients and sets the local tax rate.
• Service period: the month covered, so recurring invoices neither overlap nor leave gaps.
• Recurring service: number of visits (with dates) times the per-visit rate, so the client can check it against their own records.
• Add-ons: one-off or specialty work on its own line, especially where your state taxes it differently from routine cleaning.
• Supplies: products you supply to the client on a separate line rather than absorbed into the visit rate.
• Tax: the rate, the base it applies to and the amount.

Common line items for cleaning services

Prices vary by region, building and frequency, so this table shows how to word each line rather than what to charge. For building rates, see how to price house cleaning; the cost method there works for commercial accounts too.

Variations

• Residential vs. commercial: homes are usually billed per visit at a flat price; offices are itemized by service type and frequency under a service agreement. How to invoice as a house cleaner covers residential billing.
• One-time vs. recurring: a one-time deep clean is a single line; recurring service shows visits times rate.
• Supplies included vs. separate: some companies build supplies into the visit rate; others bill them on their own line. Where supplies are taxed differently from the service, a separate line makes the tax easy to check.
• Hourly billing: some cleaners bill per cleaner-hour instead of per visit. Show the number of cleaners, hours and rate.

Tips for cleaning service invoicing

1. Attach a service log showing dates and tasks completed, so the invoice is easy to verify.
2. Bill recurring clients monthly for the previous month rather than after each visit.
3. Keep add-on and specialty services separate from routine cleaning.
4. Put your cancellation policy in the service agreement and repeat it in the invoice notes.

To build this invoice in InvoiceQuickly, describe the month's visits and extras and review the drafted lines before saving. InvoiceQuickly applies one tax percentage to the whole invoice, so when only some lines are taxable, set the invoice rate to 0% and add the tax as its own line ("Washington sales tax, 10.55% of $545.00", $57.50). On Pro, a recurring schedule can create the monthly invoice, but the schedule form holds one line item with the saved tax rate, so have it create drafts and add the month's extras and tax before you send.

Frequently asked questions

Should cleaning services charge sales tax?

It depends on the state and the type of cleaning. Washington does not apply retail sales tax to routine janitorial work but does to specialized cleaning. Texas taxes maid and janitorial services (Texas Comptroller publication 94-111). Minnesota taxes building cleaning, including residential cleaning, but not tidying (Minnesota Department of Revenue). Check your own state's revenue department.

How do I handle price increases for recurring clients?

Give written notice in advance, following whatever notice period your service agreement sets. Apply the new per-visit rate from the date it takes effect and mention the change in the notes of the first invoice at the new rate.

What if a client says the cleaning was not up to standard?

Ask for specifics, offer a re-clean of the areas in question, and record the complaint and what you did. Adjust the invoice if a service on it was not performed; otherwise the re-clean resolves it.

Should I list each visit date?

Yes, when you bill per visit. Dates let the client match the invoice to their records and settle questions about missed visits quickly.

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For homes, start from the house cleaning invoice template; for offices and other commercial accounts, use the cleaning service invoice template.