A cleaning service invoice is a document to bill clients for cleaning services rendered. It outlines the details of the work completed—such as the type of cleaning, the date of service, and any specific tasks that were performed—and provides a clear breakdown of costs. This invoice helps cleaning businesses get paid quickly and maintain transaction records while offering clients a transparent way to understand their charges.

Below, we’ll discuss what a cleaning service invoice should include, common payment terms, how recurring invoices can simplify billing, and common mistakes to avoid.

What’s in this article?

• What should a cleaning service invoice include?
  
• How can cleaning businesses create professional invoices?
  
• What are common payment terms for cleaning service invoices?
  
• How can recurring invoices simplify billing for regular clients?
  
• What are common mistakes to avoid on cleaning service invoices?
  

What should a cleaning service invoice include?

On your invoice for cleaning services, you should include all the details your client needs to understand what they owe you, what they’re paying for, and how to pay. Here’s what to include:

• Your name or business name, logo (if you have one), and contact details

• Your client’s name, address, and contact details

• A unique invoice number

• Date of service (or range of dates, if you’re billing for a recurring service)

• An itemized list of what you cleaned and the cost for each service (e.g., “Deep clean, kitchen: $100 – Carpet vacuuming, whole house: $50”)

• Subtotal for all services

• Total amount due, including any applicable taxes or discounts

• Payment terms, including the due date and payment methods you accept

• Any information needed to complete payment (e.g., payment link, bank details)

• An optional notes section for personal touches, such as a thank-you

How can cleaning businesses create professional invoices?

Invoicing software is a great way to ensure your invoices are complete, polished, and easy to pay. With Stripe Invoicing, 87% of invoices are paid within 24 hours, and you can generate invoices as soon as you set up a Stripe account. Here are some features Stripe offers to facilitate the invoicing process:

• Customization: With Stripe, you can customize your invoices with your business logo, contact information, and a personalized layout. This gives your clients a familiar touchpoint that matches your other communications.

• Multiple payment methods: Clients can pay directly through Stripe using multiple payment methods, including credit cards and bank transfers. This speeds up the process.

• Recurring invoices: With Stripe, you can set up recurring invoices for clients who use your cleaning services regularly. This automation saves time and maintains consistent billing cycles.

• Stripe Dashboard: The Stripe Dashboard shows which invoices have been paid or are overdue. This real-time monitoring helps you manage your accounts receivable and follow up when necessary.

• Automated reminders: Stripe can automatically send reminder emails to clients if a payment is overdue. This reduces the need for manual follow-ups and helps maintain steady, regular payments.

• Client records: Stripe securely stores all your invoices and payment records for easy access for accounting or tax purposes.

What are common payment terms for cleaning service invoices?

Payment terms for cleaning service invoices can vary depending on the nature of the service and the agreement with the client. Here are some common payment terms:

• Due upon receipt: Clients must pay as soon as they receive the invoice. This is frequently used for smaller, one-time jobs or new clients.

• Net 7, 15, or 30: Clients have 7, 15, or 30 days to pay the invoice. Net 30 is especially common for ongoing or commercial cleaning contracts.

• Deposit up front: Clients must pay a percentage (e.g., 25%–50%) up front, with the remaining balance due on completion. This is the usual term with larger cleaning jobs.

• Milestone payments: Clients pay after each major milestone is reached (e.g., 50% after initial cleaning, 50% on completion). Milestone-based terms are more common for large or multistage projects.

• Recurring billing: Clients receive invoices on a fixed schedule (e.g., the first of the month) and payment is due within a specific time frame. This term is frequently used for regular clients with recurring appointments.

• Late payment penalties: Clients must pay a late fee if they miss the due date by a certain window. For example, a business could charge a 5% late fee for invoices that are overdue by more than 7 days.

• Discounts for early payment: Clients receive a small discount (e.g., 2% off) if payment is made within a specified, shorter time frame.

Payment terms also often specify acceptable payment methods such as credit cards, bank transfers, and cash, so clients know how to settle their bills.

How can recurring invoices simplify billing for regular clients?

If you work regularly with a roster of cleaning clients, recurring invoices can simplify the billing and payment process. Solutions such as Stripe Invoicing make it especially easy to set up recurring billing. Here’s how to get started:

• Stripe Invoicing can create and automatically send recurring invoices to your clients at regular intervals—weekly, biweekly, monthly, or on a custom schedule. This saves you from manually drafting or sending them each time and ensures they’re sent out on time every cycle.

• Stripe lets you modify recurring invoices without disrupting the schedule if you need to adjust pricing or add new services.

• Clients can save their payment details with Stripe and pay directly using the platform. This feature can minimize delays and improve the likelihood of on-time payments.

• The Stripe Dashboard shows all your recurring invoices and their statuses—including whether they’re paid, due, or overdue—for a clearer view of your accounts receivable.

• Stripe sends reminders for unpaid invoices so you don’t have to chase clients manually. It’s a subtle but effective way to manage payments.

What are common mistakes to avoid on cleaning service invoices?

When it comes to invoicing, a little attention to detail can save you time and effort and avoid awkward client follow-ups. Here are some common mistakes cleaning businesses make on invoices and how to avoid them.

Not including enough detail

If your invoice just says “cleaning services” and a price, your client might wonder what’s included. Instead, itemize exactly what was done and what it cost (e.g., “Deep clean: 3 bedrooms, 2 bathrooms: $150”). These details help minimize questions and disputes.

Leaving out contact information

If you forget to add your business’s contact details or the client’s, that makes it harder to follow up if there’s an issue. Ensure every invoice has the name, phone number, email, and address for both your business and the client.

Skipping invoice numbers

Not including an invoice number makes your bill harder to reference and account for later. Assign a unique number to every invoice. Even a simple numbering system (e.g., #001, #002) keeps records tidier for you and your clients.

Using inconsistent pricing

Charging different rates for similar jobs without explaining why can confuse or upset clients. Instead, stick to consistent pricing and communicate if rates vary. For example, you might write “Holiday surcharge: +10%” or “Extra cleaning required: +$50.”

Offering vague payment terms

If clients don’t know when or how to pay, that can delay payment. Be specific: say “Payment due within 14 days” or “Payment due by December 10.” List payment options as well so clients know how they can pay.

Forgetting taxes or fees

If you leave out sales tax or mandatory charges, you might undercharge or raise questions later. Check local tax rules and include a line item for taxes so there are no surprises.

Not catching typos or math errors

A wrong total or a typo looks unprofessional and slows down payments. Proofread every invoice, and if math isn’t your strong suit, use a tool such as Stripe Invoicing to handle the calculations for you.

Issuing unpolished invoices

An overly plain or messy invoice can make your business look less professional. Small touches, such as consistent fonts, clean layouts, and your logo, make a big difference.

Sending invoices late

Waiting too long to send the invoice can lead to further delays. Send invoices right after the job is done. Stripe allows you to send invoices instantly, even from your phone.

Not following up about payment

Businesses sometimes avoid chasing late payments because it feels awkward or time-consuming. Instead, use automated reminders. Platforms such as Stripe can nudge clients with friendly reminders so you don’t have to.