As a small business owner or freelance cleaning professional, keeping a healthy cash flow is one of your top priorities. You want to get paid on time to keep growing your business and providing quality services. Unfortunately, your invoicing process might not be helping you achieve this. Due to lack of time, you may be sending out a simple, standard invoice that doesn't add value to your services and doesn't encourage prompt payments.
But how can you send detailed and functional invoices without spending so much time behind the desk writing them? You can simply create your own cleaning company invoice template that helps you bill clients professionally and gets you paid faster. By including the right information on your template, you can easily fill it out in minutes and go on with your day. Let's go over the vital elements the right invoice template can't miss.
Note: Create professional invoices and follow up on payments using Bonsai's invoicing software. With our tools you can automatically send payment reminders, apply late fees and get notifications when your clients receive invoices. Come on board, we've got your back!
Essential Elements of a Cleaning Service Invoice Template
When creating your cleaning invoice template, ensure that the payment information and all invoice details are covered in a simple and easy to understand for your clients. At the same time, all company-related details must be in place to help you maintain clean accounting records and ensure a smooth tax season. Here are the essential elements you must include.
The first section of your commercial cleaning invoice template is for your business information. Start with your full name (or cleaning company name), phone number, street address, website and email. You may add a few more lines to mention any specialized cleaning services you offer such as move out/move in, medical, commercial, carpet cleaning, residential, or janitorial services.
Add your company logo, slogan, any industry-related imagery or other branding elements you find suitable which will help you create more professional invoices that are also easily recognizable for your clients.
Next, include a section for your client's full name (or business name if applicable) and contact details such as phone number, billing address, and email address if you're sending invoices via email. If you're providing services to a large company or corporation, remember to also address the invoice to the correct person in charge of the accounts payable department. You can also add a client ID number if you keep a database for recurrent clients so you can easily track their payments and services provided.
Invoice Number and Date
To keep your paperwork well organized it's important all of your invoices have a unique invoice number assigned. This will also help avoid delays in payments since some of your clients might return unnumbered invoices. Additionally, include the invoice date (when it's sent out, not generated), which will serve to determine the payment due date and be able to charge any appropriate fees for late payments.
Cleaning Services Provided
Make sure your cleaning service invoice template has enough space for a detailed list of the services you provided along with the unit price and total cost. You should also include a short description of the services, for example, if you charge for "office cleaning" you may briefly specify the tasks completed such as disinfecting door knobs, keyboards, vacuuming carpets, and mopping floors. If you charge on an hourly basis, include the time spent on each service, the hourly rate and the total labor cost (add a timesheet for more clarity).
You must separately list any extra charges or supplies used for the cleaning job billable to your clients, always providing a short description and attaching a receipt to back up the costs. Even if these charges were previously discussed with your client, you want to avoid any misunderstandings so it's better to be as detailed as possible (without going overboard).
To provide the total amount due, you must add at least three lines to separately list the total cost of services provided before taxes (subtotal), then add any applicable taxes, and show the final amount to pay. This is also the perfect section to highlight any discounts you provide to recurring clients, referrals, or high-volume work, by subtracting the discounted amount from the subtotal and then adding the taxes. Don't forget to include a brief description so your client can quickly identify the discount.
If you want to increase your chances of getting paid on time (or even early), pay attention to this section of your cleaning invoice template. Start by adding all of your accepted payment methods such as debit/credit card payments, checks, cash, ACH transfers or online payments like PayPal, Stripe or Apple Pay. Include the corresponding account numbers, mailing address and account holder's name. You can also add online links to make the payment process as easy as possible.
It's also important to disclose your payment terms which include the invoice due date, late fees, payment arrangements available, and any discounts or incentives for early payments.
The final section of your cleaning service invoice template is for you to leave a thank you message or personal note to let your clients know you appreciate their business. You can also use this section to promote your business further by offering additional services you think your client might benefit from or even letting them know of upcoming promotions. This simple addition can easily lead to more work, good reviews or valuable referrals.
Use Our Free Cleaning Invoice Template
You have a lot on your plate making sure your cleaning business runs smoothly and your customers are happy. The last thing you want to take care of is another time-consuming task like creating your own invoice templates. Luckily, you don't have to do it yourself. Skip the headache and download Bonsai's free cleaning invoice template which you can use for any cleaning business (as a commercial, medical or house cleaning invoice template).
With just a few clicks you can fully customize our cleaning invoice templates and save them in your preferred file format (adobe pdf, google docs, excel, etc...), to invoice clients consistently and professionally. You can also incorporate multiple payment options or link your business checking account so you can access your funds easily after your clients pay online. Get paid faster and set up your invoicing game, with Bonsai!