Why house cleaning professionals should send great invoices
You’ve cleaned every size house or office – and you know no two cleaning jobs are ever the same – so one-size-fits-all business invoice just won’t do. That means you need a flexible invoice that will capture the details of each job, while still being clear and easy-to-understand for your customers.
Besides great cleaning skills, you also supply great customer service, so your invoice should be as polished and professional as the work you provide. A good-looking, well-organized invoice will add to your ‘squeaky-clean’ reputation.
Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:
- Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
- Company Details: Add your company name, address, phone number, and logo to the top-right corner.
- Customer Details: Under "Bill To", add your customer's name, address, and contact information.
- Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice, the invoice number could be 001-001.
- Dates: Include the date when your invoice has been issued and the date when payment is due.
- Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
- Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
- Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
- Total: Outline the total amount due from the customer, after tax.
- Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).
- Look through our array of beautiful house cleaning invoice templates and pick the one in the color and style you like best
- Download the invoice template you have decided on in the format you want, such as Word, Excel, PDF, Google Docs, or Google Sheets. It’s FREE!
- Add on your cleaning business name, address, phone number, and email address. If you offer specialty services – such as window cleaning, or junk removal – mention it here as well
- Insert your house cleaning company logo, website address, and any fun graphics you use to brand your services
- Insert your customer’s name and up-to-date contact information
- Add a unique invoice number and, if appropriate, a job number for ongoing corporate or regular customers
- Add the date of the invoice, and the payment due date
- Include a detailed list of your house cleaning services, along with descriptions, and the hourly or flat rate you charge
- Include a list of any cleaning supplies to be charged to the customer, with descriptions and costs for each
- The template can be easily customized to make sure you cover any specialty services you provide
- If you are including a discount for a regular, long-time customer, add a line highlighting the discount so your customer knows they are receiving a great price
- Calculate the total price, including all applicable taxes, and enter the total
- Include your payment terms, including your accepted methods of payment
- Add a personal note at the end to thank your customers for the business – especially if you’d like them to refer your house cleaning services to their friends
- Save a copy – and give a copy to your customer
When is the right time to send an invoice to your house cleaning customers?
If it’s a one-time job, most house cleaners invoice upon completion. If it’s a big job requiring junk removal and disposal services, as well as many hours of cleaning, it’s appropriate to ask for a percentage of the cost up front, with the remainder when the job is done.
If you are on retainer, or provide regular bi-weekly or monthly cleaning services, invoice at regular intervals to keep the revenue coming in.
Whatever payment time period you choose, make sure it’s clearly noted on each invoice, and clarify what portion of the final ‘cost’ has been paid to date.
Invoicing tips for house cleaning professionals
Add your professional cleaning recommendations
Add lines to describe any other cleaning services you provide that you think your customers would benefit from. You could also include tips for ways to keep their homes clean. By sharing professional recommendations you show your customers you are thinking about their best interests, and would like to retain them as long-term customers.
Include a payment due date
A payment due date can really help you get paid faster for your house cleaning services. Having an established system in place also reinforces your professionalism.
Accept a variety of payment methods
Why not let your customers pay in the way that is most convenient for them – it can only help you get paid faster! Your customers will appreciate the ease of using an e-Transfer or direct bank deposit to pay for your house cleaning services.
Make sure you have the correct contact person
Eliminate delays in payment by making sure you send your invoice to the correct person when you are providing cleaning services to large companies or organizations. Your direct contact might not be the right person to receive invoices and issue payment.