If you have a commercial cleaning business or provide janitorial services independently, you know how time-consuming all your administrative tasks can be, especially when it comes to request payment for your hard work. But your invoicing process is not something you want to leave for later. In fact, a well-designed, professional invoice can not only serve to get you paid faster, but can also help you create a trusting relationship with your clients and lead to more business.
So how can you invoice clients in a more efficient and professional way? Well, start by creating a janitorial invoice template that has all the important invoice details pre-populated so you can easily fill it in every time a cleaning service is completed. Let's go over the vital elements you must cover on your invoice template.
Notes: Use Bonsai's all-in-one product suite to improve your invoicing process and significantly reduce the time spent on daunting administrative tasks. Our tools are specially designed for freelancers and small business owners like yourself so come on board, we've got your back!
Essential Elements of a Janitorial Invoice Template
When creating the perfect invoice template for your commercial cleaning business, you want to ensure all the important information is covered in a way that is simple and easy to understand for your clients. At the same time all business-related details must be in place to keep clean accounting records and be prepared for a smooth tax season.
For perfect invoices every time, include the following essential elements on your cleaning invoice template.
Start your commercial cleaning invoice template with a section for your business information and contact details. Include your full name (or company name if it's registered differently), phone number, street address, website and email address. You can also use this section to mention any specialized services you provide such as carpet cleaning, sanitation programs, restocking, etc.
It's also a great idea to include your company logo, registered trademarks and any other industry-related imagery to make your invoices look more professional and easily identifiable to your clients.
Next, include your customer's information starting with their full name (or business name), phone number, billing address, and email address. If you are working for a large company make sure you also address the invoice to the specific person in charge of the accounts payable department to avoid delays. You may also include a customer ID number if you have a database, which will help you track payments easily.
Invoice Number and Date
It's important to assign a unique invoice number to all of your invoices to help you keep your paperwork well organized, not to mention, if you provide services for large companies they may not accept unnumbered invoices. You also want to include the date when the invoice was sent out which you can use to determine the payment due date and apply any applicable late fees.
Cleaning Job Details
Include the important details about the janitorial services such as the location where they were provided, dates of service, and whether you are providing a one-time service, or are on a weekly or monthly contract.
Cleaning Services Provided.
Make sure your invoice template has enough space for a detailed list of the cleaning services provided. Include a short description of the services and materials chargeable to your clients along with the unit price and total cost. If you charge an hourly rate, specify the hours worked on each task (you can add a timesheet for more clarity), the price per hour and total cost.
If you are charging for special cleaning products used for the job, include the corresponding receipts. While these charges may have previously been discussed with your clients, take the time to list them out separately to avoid misunderstandings and delays in payments.
The totals section of your cleaning service invoice template must include separate lines so you can clearly specify the subtotal amount (total cost of services before taxes), plus the applicable taxes and the final amount due. You also want to use this section to highlight any discount you may have provided for long-time customers, first-time customers, referrals etc.
Make sure to subtract the discount amount from the subtotal before you add the taxes and provide a brief description so your client knows they are getting a great deal for your services.
A great way to encourage prompt payments and reduce time wasted in clarifications is to include clear and easy-to-understand payment information on your invoice template. Provide your clients with all accepted payment methods such as checks, cash, debit/credit card payments, ACH transfers or online payments such as PayPal or Stripe. Don't forget all the corresponding account numbers, payment links and mailing address for checks.
Additionally, disclose your payment terms starting with the payment due date, late payment penalties, payment arrangement available and even discounts or incentives in case they can make an early payment. Making your payment process easy and convenient can really benefit your business cash flow.
Leave a small section at the end of your janitorial invoice template to include a thank you note or personal message for your clients. Let them know how much you appreciate their business and look forward to working with them again. You can also include any upcoming promotions or extra services you offer that you think they may benefit from.
Alternatively you can use this section to ask clients for feedback, good reviews, or offer an incentive for referring a friend. You want to use all the available space on your invoice templates to further promote your cleaning business.
Bill Clients Like a Pro With Our Free Invoice Templates
You already have a lot to take care of to make sure your business processes run smoothly. The last thing you want is another time-consuming task like creating your own invoice templates. Luckily, you can easily create professional invoices using Bonsai's fully customizable free invoice templates. With just a few clicks you can personalize your invoice template to best fit your cleaning company and be ready to bill your clients in minutes.
Our commercial cleaning invoice templates also allow you to integrate multiple online payment options and link your business bank account to instantly have access to your funds when the invoice is paid. Want more? Use Bonsai's invoicing software to automatically send payment reminders, schedule a recurring invoice, apply late fees to overdue accounts and split your invoices to receive partial payments.