Free Cleaning Invoice Template (PDF Generator)

How to create a cleaning invoice

1. Add your business details

   Company details, logo and a bonded-and-insured line.

2. Enter the client and the property

   Name and contact details; for landlords and short-term rentals, the property address per visit.

3. Set the invoice number, date and terms

   The number is prefilled and increments after each download; due on receipt or the card on file. Put the month and property in the job line: 'Weekly cleaning — September — 47 Birchwood Ln'.

4. Add one line per visit, with the date and scope

   Each visit as its own dated row with the scope in the details; add-ons such as the oven or interior windows as their own rows.

5. Bill lockouts and late cancellations by the agreement

   The fee as its own row with the date and 'per the service agreement' in the details, at the rate the client signed for; a free re-clean as a zero-dollar row.

6. Set sales tax where your state taxes cleaning

   Tick Taxable on the visits if your state taxes cleaning services, note whether supplies are included, and say how the balance is paid.

7. Download the PDF and send it

   Download and text or email it; the number bumps for next month.

What to include on a cleaning invoice

What should a cleaning invoice include?

Dates, scope, extras, and the terms you agreed to. A client reading a cleaning invoice checks three things in ten seconds: were those the days you came, is that the price we agreed, and what are the extra lines. Make those three visible at a glance; everything else goes in the details lines.

The visit line is the unit of the business, so give each one a date and a scope: "Standard clean — Wed, Sept 17 · 3 bd / 2 ba, kitchen and baths detailed, floors vacuumed and mopped." Extras get their own dated lines. The client who asked for the oven on the 17th remembers; the spouse who pays the invoice does not, and a dated line settles it.

• Supplies. A zero-dollar "supplies and equipment — included" line closes the question of whether your products cost extra. If you bill product, make it a real line.
• Hourly crews. Bill people-hours: two cleaners for three hours is qty 6 at your per-cleaner rate, with "2 cleaners × 3 hr" in the details.
• Fees. Lockouts and late cancellations get a line, a date and "per the service agreement."
• Bonded and insured. One line in the notes — your client gave you a key.

How do you invoice recurring cleanings: per visit or once a month?

Homeowners: charge per visit, ideally to a card on file the same evening. Property managers, short-term-rental hosts and offices: one invoice a month listing every visit. A homeowner treats each clean like a purchase; a manager treats your month like a vendor statement.

Frequency discounts belong in the rate, not on the invoice. If your biweekly price is 10% under your one-time price — Housecall Pro's August 2026 pricing guide calls a 10%–15% discount for weekly or biweekly bookings typical — print the discounted per-visit rate and move on. A "recurring discount" line on every invoice trains the client to see a number they could lose. The case for keeping residential work at due on receipt is in net 30 vs due on receipt.

Do cleaning services charge sales tax?

In some states, yes — and it applies to house cleaning, not just offices. Two worked examples. New York's tax department memo TSB-M-91(4)S says that since June 1, 1990, combined state and local sales tax is imposed "on all charges for interior cleaning and maintenance services performed in New York State," as-needed or under contract, and its list of covered work reads like a cleaner's checklist: dusting, vacuuming, bathrooms, floors, appliances, changing linens. The memo requires the invoice to "separately state the sales tax" and says the words "tax included" are not evidence it was collected. A 2018 advisory opinion, TSB-A-18(4)S, treated rug, carpet, drapery and upholstery cleaning as exempt laundering while window cleaning and uncarpeted floors stayed taxable, as summarized by the Sales Tax Institute.

Texas is similar in result. The Comptroller's Publication 94-111 states that "tax is due on the charge to clean a home, office, warehouse, garage, restaurant, or any other building." The only exception is a self-employed person doing traditional household work as, in effect, an employee of the household and "not act[ing] as a subcontractor for a third party, such as a maid service" — if you run a cleaning business with clients, that is not you.

Other states do not tax cleaning at all, and a few tax commercial but not residential work. The mechanics are the same everywhere: tax on its own line, at the rate for the client's address, on the taxable lines only. Every line in the generator has a taxable checkbox, so a taxable visit and a non-taxable lockout fee share an invoice correctly. Confirm your state's rule with its department of revenue before your first invoice.

How do you bill lockouts, late cancellations and re-cleans?

Only from a policy the client agreed to in writing before the first visit — then as a plain line with the date: "Lockout — Wed, Sept 10 · no access at the scheduled 9 am arrival · per the service agreement." The fee is fair because you blocked the morning, drove there and paid your cleaner; it is collectible because the client signed the sentence that says so. Without that sentence it is a request.

• Late cancellation. A 24-hour rule with a fee of half the visit rate is a common, defensible pairing. Waive it once for a good client if you like, but bill it and credit it so the policy stays visible.
• Lockout. Same fee. Text a photo of the locked door with the time; the invoice needs only the date.
• Re-clean. If you missed something, the re-clean is free. A zero-dollar "Re-clean — Sept 19 · no charge" line on the next invoice is the cheapest goodwill you will ever buy.
• Pet, biohazard or heavy-condition surcharges. Only if priced on the estimate or agreed by text before the visit — surprise surcharges lose clients.

Put the policy on the estimate, repeat the important half in the invoice notes, and never let a fee be the first the client hears of a rule. The cleaning estimate generator prints the same terms block, so the sentence the client signed is the sentence on the invoice.

How do cleaning businesses get paid without chasing?

Card on file, charged the evening of the visit, with the invoice as the receipt. Cleaning is the trade where the client is usually not home when the work is done, so "pay on completion" has to mean something automatic. Text the PDF when the crew leaves, charge the card that night, and the month's bookkeeping is done before the client reads the message. For clients who pay manually, due on receipt with a card link on the PDF is next best.

Full disclosure, TrustPro is ours. Our CRM for cleaning businesses schedules the visits, sends each invoice by text or email with a card or ACH link, charges 3.1% on card payments (4.1% for instant payout), sends automatic reminders on the ones that sit, and syncs to QuickBooks Online on every plan. Core is $29 a month with a 14-day free trial and no credit card; if you are a one-person operation on the free stack, this guide is honest about when it breaks. This generator stays free either way, as does the generic contractor invoice generator.

FAQ

• NY Dept. of Taxation and Finance — TSB-M-91(4)S, Sales and Use Tax on Interior Cleaning and Maintenance Services
• Sales Tax Institute — Certain cleaning services exempt from New York sales tax (TSB-A-18(4)S)
• Texas Comptroller Publication 94-111 — Cleaning and Janitorial Services
• Housecall Pro — How much to charge for house cleaning: 2026 prices (updated August 5, 2026)