Cleaning Service Invoice Template for Cleaning Companies
A cleaning service invoice has to prove that recurring, mostly invisible work happened: which nights the office was cleaned, which visits the house got, and what was done beyond the standard checklist. This template is built for cleaning companies that serve both homes and businesses. It carries the service agreement number and site, the billing period with visit dates or a count of service nights, the cleaning type (standard, deep, move-out, post-construction or nightly janitorial), the areas covered, each add-on on its own line, supplies if you bill them, and room to state taxable and non-taxable services separately, which matters in states that tax cleaning. The download is an editable HTML invoice with invoice number, dates, a line-item table and totals. Fill it in your browser, then print it or save it as PDF, or describe the month's work to InvoiceQuickly and review the drafted invoice before you save it. For a sole house cleaner billing individual visits, the house cleaning invoice template is the simpler fit.
The HTML file opens in your browser so you can type over each field, then print or save it as a PDF. The PDF is a blank 2-page A4 form to print and fill in by hand; it is not a fillable PDF form. Totals are entered manually in both.
What This Template Includes
- Service address or site name
- Service agreement or contract number
- Cleaning type: standard, deep, move-out, post-construction, janitorial
- Billing period, with visit dates or number of service nights
- Frequency: nightly, weekly, every two weeks, monthly
- Areas or rooms covered, or cleanable square footage
- Add-on services, each on its own line
- Supplies or consumables, if not included in the price
- Taxable and non-taxable services stated separately, where relevant
- Work order or approval reference for one-off jobs
- Cancellation, lockout and re-clean policy
How to Create Your Cleaning Service Invoice
- 01
Describe your work
Type a plain English description of the services you provided, the client, and the amount.
- 02
AI generates your invoice
InvoiceQuickly's AI drafts the client, line items, dates, and totals for you to review before saving.
- 03
Review, download, and send
Check every detail, download the PDF, or use Pro to email the PDF directly to your client.
Recommended Payment Terms
Residential clients are usually billed per visit, due on the day or within 7 days, or monthly in advance for regular weekly or every-two-weeks service. Commercial cleaning contracts are typically billed monthly, often in arrears for the service nights delivered, on the client's terms such as net 30, with the agreement number and any purchase order on every invoice. State your lockout and late-cancellation charge in the agreement and repeat it in the invoice terms ('Visits cancelled with less than 24 hours' notice, or where we cannot gain access, are charged at 50%'), so the line is not a surprise when it appears. Bill one-off add-ons in the month they are done, with the work order or the client's approval, rather than folding them into the next monthly fee.
Need help writing payment terms? Read our guide to invoice payment terms for best practices and templates.
Tax Information
Sales tax on cleaning varies more by state than almost any other service. In Texas, maid, janitorial and custodial services are taxable, with state tax plus local taxes collected on the amount billed (Texas Comptroller publication 94-111); the state rate is 6.25% and local jurisdictions can add up to 2%, for a combined maximum of 8.25%. In Washington, janitorial work regularly and normally performed by a commercial janitorial business is not subject to retail sales tax, but specialized or non-repetitive cleaning such as hoarder cleanup, flood water removal, mold abatement and exterior building cleaning is a retail sale (Washington Department of Revenue). In Minnesota, building cleaning including homes is taxable, but tidying such as making beds and washing dishes is not, and a contract mixing the two is taxed in full unless the non-taxable part is separately stated (Minnesota Department of Revenue). Other states differ, so check yours. InvoiceQuickly applies one tax percentage to the whole invoice after any discount, so when only some services are taxable you need separate invoices for the taxable and non-taxable work. Rules checked 27 October 2026; general information, not tax advice.
Industry context (2026)
Cleaning is a large, mostly employer-run industry. The US Bureau of Labor Statistics counted about 2,432,600 janitor and building cleaner jobs in 2025, with a median hourly wage of $17.71 in May 2025; about 35% worked in services to buildings and dwellings, the industry that includes contract cleaning companies, and about 5% were self-employed (Occupational Outlook Handbook, accessed 27 October 2026). For a cleaning company those wages are only part of the cost of an hour: in June 2026, BLS employer cost data put legally required benefits for service occupations at $2.19 an hour on top of $19.59 in wages, before any paid leave or health plan. That is why invoices that show service nights, visits and add-ons clearly, and collect sales tax where it is due rather than absorbing it, protect thin margins. State sales tax treatment of cleaning differs sharply, as the tax section shows, and it can differ between routine and specialized work in the same state.
Worked example
Worked example (illustrative prices, not market data): a Texas commercial cleaning company invoices a dental office for October 2026 under service agreement CS-104, net 30. Line 1: nightly office cleaning per agreement CS-104, 22 service nights from 1 to 31 October, monthly fee, 1 × $1,850.00. Line 2: hot-water carpet extraction, conference rooms A and B, work order 14 October, 640 sq ft × $0.35 = $224.00. Line 3: interior window cleaning, ground floor, 1 × $180.00. Subtotal $2,254.00. The office is in a jurisdiction where the combined state and local rate is 8.25%, and the company treats all three as taxable cleaning services under Comptroller publication 94-111, so tax is $2,254.00 × 8.25% = $185.96 and the total is $2,439.96. Notes: 'Agreement CS-104. Service nights listed on the attached log. Access per site sheet.' Two variations show why the template keeps services on separate lines. In Washington, the routine nightly cleaning would not carry retail sales tax, while a one-off flood water clean-up would, so the company would invoice the two separately. In Minnesota, if $30 of a $165 home visit is tidying (beds, dishes) and listed on its own line, tax applies to $135 instead of $165; in InvoiceQuickly that means one invoice for the taxable cleaning and one at 0% for the tidying, because the app applies one tax rate per invoice.
Common mistakes to avoid
No visit dates
A monthly total without dates or a service-night count gives the client no way to check that every visit happened. List them, and note any skipped for holidays or lockouts.
Add-ons folded into the fee
Raising October's fee from $1,850 to $2,254 without lines for the carpet and windows looks like a price rise. Bill extras separately with their work order.
Absorbing sales tax
In a taxable state, quoting a tax-inclusive price by accident costs you the tax on every visit. Quote and invoice tax-exclusive, and add tax at the client location's combined rate.
Bundling taxable and non-taxable services
Where only some services are taxable, one bundled line can make the whole charge taxable. State the non-taxable services separately, on a separate invoice if your software applies one rate per invoice.
Security details on the invoice
Invoices are emailed, forwarded and filed. Keep alarm codes, key locations and lockbox numbers off them.
Invoicing Tips
- 1List the actual visit dates or service nights for the period ('21 service nights, 1 to 31 October; no service 12 October, a holiday under the agreement'). It is the first thing a facilities manager checks.
- 2Keep the recurring fee on one line and every extra on its own line with the date and the approval ('Carpet extraction, conference rooms, work order 14 October').
- 3Quote tax-exclusive and say so in the agreement ('plus applicable sales tax'), so tax in a taxable state is added on top rather than coming out of your margin.
- 4Where your state taxes some cleaning and not others, state the non-taxable services separately; in Minnesota, bundling them makes the whole charge taxable.
- 5Never put alarm codes, lockbox codes or key locations on an invoice. Refer to them ('access per site sheet') and keep the details in your secure records.
- 6Use the same line wording every month for a recurring client. Their accounts team approves a familiar invoice faster than one that changes shape.
Related Resources
- House cleaning invoice template: for independent cleaners billing each household by visit
- All invoice templates
- How to price house cleaning: cost per cleaner-hour and Texas, Washington and Minnesota sales tax
- Recurring invoices guide
- Sales tax nexus guide
- Invoice late fee laws by state
Frequently Asked Questions
What should a cleaning service invoice include?
Your business details, the client and service address, invoice number and dates, the service agreement or work order reference, the billing period with visit dates or service nights, the cleaning type and areas covered, a line for each add-on, supplies if billed, sales tax where it applies, the total, due date and payment method, and your cancellation or lockout terms.
How do I invoice a recurring cleaning client?
Bill on a fixed cycle that matches the agreement: per visit, monthly in advance or monthly in arrears. Use the same recurring line each time, list the visit dates or service nights in the period, and add one-off extras as separate lines. For a commercial contract, quote the agreement number and purchase order every month.
Should a cleaning invoice be flat rate or hourly?
Most recurring residential and commercial work is billed at a flat rate per visit or per month, because the client wants a predictable price. Hourly billing suits one-off jobs whose size is hard to judge in advance, such as post-construction or hoarder cleans, ideally after an assessment visit. Either way, the invoice should show what the price covered.
Do cleaning companies charge sales tax?
Depends on the state and the service. Texas taxes maid and janitorial services. Washington does not apply retail sales tax to routine janitorial work but does to specialized cleaning such as flood water removal. Minnesota taxes most building cleaning but not separately stated tidying. Check your state revenue department before setting a rate.
How do I bill for supplies on a cleaning invoice?
Say in the agreement whether supplies are included. If they are billed separately, put them on their own line with a description and quantity, for example restroom paper products for a commercial client. Check whether your state taxes the supplies you buy, the supplies you resell, or both.
Which template fits: cleaning service or house cleaning?
Use this one if you run a cleaning company billing service agreements, office or janitorial contracts, or several homes under one account. If you clean homes yourself and bill each household for its visits, the house cleaning invoice template is simpler.
Can InvoiceQuickly handle recurring cleaning invoices?
Partly. On Pro ($9 a month), recurring schedules (weekly, monthly, quarterly or yearly) create invoices as drafts or send them automatically. The recurring form creates one line item with a saved tax rate and has no every-two-weeks option, so for biweekly clients, duplicating last month's invoice and changing the dates is simpler. Every plan can record full or partial payments; Free covers 5 invoices and 5 clients in total.