How to invoice for cleaning services
Enter the customer and, if it differs from the billing address, the service address – property managers often pay for several buildings from one office. Put the service dates in the details block; for weekly clients list all the visits in the period (“2, 9, 16, 23 Sep”). Then add lines. Recurring cleans work well as one line per visit with quantity 1, or one line with quantity 4 and the per-visit price. Add-ons such as oven cleaning, inside windows or a move-out deep clean go on their own lines so the customer can see what raised the total.
Each line is marked Labor or Materials. Most cleaning invoices are labor only, but if you bill for supplies, consumables or a carpet-cleaning solution, put them under Materials. The invoice then shows a labor subtotal and a materials subtotal before tax – useful because in several US states sales tax treats the two differently.
Tax and legal points for cleaners (US and UK)
US: whether cleaning is taxable depends on the state. Texas, for example, taxes residential and commercial cleaning as a real-property service; many other states do not tax residential cleaning at all but do tax supplies sold to the customer. Check your state’s department of revenue and set the tax rate accordingly – the Labor/Materials split on this invoice makes that easy. Domestic cleaners working for one household regularly may be treated as household employees rather than contractors; that is a payroll question, not an invoicing one, but be aware of it.
UK: cleaning is a standard-rated service, so once your turnover passes the VAT registration threshold you must charge 20% VAT and show your VAT number. Below the threshold, leave the rate at 0. Your invoice must still carry your name (or company name), address, a unique number, the date, a description of the service and the total. Commercial customers may ask for the date of supply – use the last service date.
Common mistakes
- No service dates. “Cleaning – $360” for a monthly client says nothing; four dated visits are self-explanatory.
- Bundling add-ons. A customer who did not ask for the oven clean will dispute the whole invoice if it is hidden in one number.
- Invoicing 30 days later. Cleaning is paid on short terms; invoice the same day and set a 7-day due date.
- No satisfaction note. A line offering to return and fix anything missed cuts disputes and non-payment.
Frequently asked questions
How do I invoice a recurring weekly customer?
Either one line per visit (“Weekly clean – 2 Sep”, “Weekly clean – 9 Sep”) or one line with quantity 4 and the per-visit rate. List the dates in the “Service date(s)” field so the invoice is unambiguous.
Should I charge sales tax on cleaning?
In the US it depends on your state and on whether you are billing labor or supplies; the Labor/Materials split on this invoice shows both subtotals. In the UK, charge 20% VAT only if you are VAT-registered.
Can I invoice a property management company for several properties?
Yes. Use the service address field for the property or list each property as a line, e.g. “Unit 4B – move-out clean”. Send one invoice per building if the manager’s accounting needs it.
What is the difference between Labor and Materials here?
Labor is your time (the clean itself, add-ons); Materials are goods you supply and charge for (cleaning products, bin liners, carpet solution). The invoice shows a subtotal for each before tax.
How do I show a deposit or a partial payment?
Add the deposit in the notes (“Deposit of 50 received on 1 Sep”) and reduce the amount on the invoice, or issue a separate receipt using the receipt maker and invoice only the balance.