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Cleaning invoicing

Cleaning invoices for every regular, every deep clean, every move-out

Six regular homes a week, a deep clean on Saturday and a move-out the landlord needs done by Friday: each one bills a little differently. Workeey turns a finished clean into an invoice in one tap, or puts a month of cleans on one bill you build, and emails it with a pay link. Here's how to invoice a cleaning business step by step. The rest of the toolkit is on cleaning business software.

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Per visit or per month: one rule per client

Regular clients can be billed two ways, and both are fine. Per visit means an invoice after every clean, one tap from the finished job, paid while the house still smells of lemon. It suits every-other-week homes and short-term rental turnovers, where each clean stands on its own. Per month means one invoice at the end of the month with every clean on it. It suits weekly homes and small offices, where four invoices a month would just annoy the client.

Pick one per client and tell them at the first clean. What you don't want is a client getting a per-visit bill one week and a monthly one the next. Either way, you send every invoice yourself. Workeey puts the repeating cleans on your schedule, but it never bills anyone on its own or keeps a card on file.

  • Per visit: one invoice from each finished clean
  • Per month: one invoice, each clean a dated line
  • Choose per client, and say so at the first clean

How to invoice a month of regular cleans

For the monthly clients, the routine takes a few minutes each:

  1. Set the clean up as a repeating job. Workeey adds the next 12 visits to your schedule, up to 60 with a custom rhythm, and each visit is its own job.
  2. Move the visits that move. If the client swaps a Tuesday for a Wednesday, move that job so the date on the bill is the day you cleaned.
  3. On billing day, start the client's invoice. Their name and address fill in, and it's numbered on its own.
  4. Add one line per clean with the date in it: 'Standard clean, 3 bed 2 bath, May 6'.
  5. Add the month's add-ons on their own dated lines: the oven on the 13th, the inside windows on the 20th.
  6. Add any lockout or late-cancel fee your policy allows, as its own line.
  7. Set the due date and send it. It's emailed from the app with a pay link once you've connected Stripe.

What a cleaning bill should show

Whether it's one deep clean or a month of regular visits, the bill should read in a glance. For a blank one, there's a free house cleaning invoice template; for the price before the first visit, see estimates.

Whether you add sales tax to your labor depends on your state and on the job: a repair, an installation or new construction. See sales tax on labor in every state, with each state's own guidance linked.

  • Your business name, phone and email
  • The client's name and the address you clean
  • An invoice number and the date
  • Each visit's date, or the month it covers
  • Add-ons such as the oven, the fridge or inside windows on their own lines
  • Supplies, if you charge for them
  • Tax where it applies, the total, the due date and how to pay

Deep cleans and add-ons, priced line by line

A first deep clean takes two or three times as long as a regular one, and the bill should show why. Make it its own job, send an estimate first if it's a big house, and when the work is done one tap turns it into the invoice with the client, the lines and your before-and-after photos carried over. A photo of the inside of the oven before you started is worth more than any line description.

Add-ons work best as quantities. When the client can see the count and the rate, the line explains itself, and if the count was off, you change the quantity and the total follows.

  • Oven interior: 1 × your flat price
  • Fridge interior: 1 × your flat price
  • Inside windows: count × per-window rate
  • Inside cabinets: count × per-cabinet rate
  • Laundry: loads × your rate

Move-out cleans: bill the right person, prove the work

Move-outs are one-off jobs with an audience. The tenant wants their security deposit back, the landlord wants the unit ready to rent, and the agent wants the keys by Friday. Before you start, settle who's paying: whoever booked you. Make that person the client on the job, and name the unit in the line itself, such as 'Move-out clean, 2 bed, Unit 4B', so everyone knows which one it was.

Take photos room by room, especially the oven, the fridge, the inside of the cabinets and the bathroom grout. They carry over to the invoice, so a tenant can forward the bill and the proof together if the landlord disputes the deposit. Ask to be paid on completion, before you hand back the keys; a tenant who has already moved out of state is the hardest client there is to chase. A due date of the day of the clean puts that in writing.

Supplies: included, or on the bill

Most cleaners include everyday supplies in the price, the sprays, cloths, mop heads and trash bags, and that's simplest for everyone. Bill supplies only when they're out of the ordinary: the eco brand the client asked for, the carpet shampooer you rented for a move-out, the heavy contractor bags for a big clean-out. Put each on its own line at your price, with your markup in it if you add one; our guide to markup vs margin explains what that markup actually earns you.

Whatever you decide, write it on your price list and keep it the same on every invoice. A client who sees 'supplies' on one bill and not the next will ask about it.

Getting paid for the clean without asking twice

Connect Stripe once and every invoice carries a pay link for card, Apple Pay, Google Pay or US bank; a small processing fee applies to online payments (payments). Paid through the link, it marks itself paid and emails the receipt. Cash on the counter or a check on the fridge? Mark it paid and tap Send receipt, or use our cleaning receipt template. Connect your bank and a matching deposit marks it paid for you.

For the client who's three cleans behind, switch on reminder texts for that invoice: they go out on a schedule while it's unpaid, up to eight, daytime only, each with the pay link, and replying STOP ends them. Texts need a saved account. The free plan includes 10 a month, you get 30 a month on Pro, and Premium has no cap (reminders, pricing). Rather write the note yourself? Our late-payment reminder templates have the words.

More for cleaners: pages and free templates

Should I invoice cleaning clients per visit or per month?

Either works. Per visit suits every-other-week homes and rental turnovers; per month suits weekly homes and offices. Pick one for each client and tell them at the first clean, so the bill they get is the one they expect.

Can Workeey bill my regular cleaning clients automatically?

No. Repeating cleans go on your schedule as jobs, but you build and send every invoice yourself, and no card is kept on file. Reminder texts are the only thing that runs on a schedule, and only on an invoice you switch them on for.

How do I charge for add-ons like the oven or inside windows?

Give each add-on its own line with a quantity and a rate: one oven at your flat price, 14 windows at your per-window rate. The client sees exactly what was extra, and changing a count changes the total.

Who should I invoice for a move-out clean?

Whoever booked you, whether that's the tenant, the landlord or the agent. Name the unit in the line, attach the room-by-room photos, and ask to be paid when the clean is done, before you hand back the keys.

Is there a free cleaning invoice app?

Workeey is free forever with no card needed: unlimited invoices, each emailed with a pay link, and 10 reminder texts a month. A small processing fee applies only when a client pays online.

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