Free commercial cleaning invoice template
Invoice janitorial contracts, floor care and one-off cleans the way facility managers and accounts payable teams expect to receive them.
FreeNo signup
Keystone Janitorial Services
Denver, CO
Bill to
Larkspur Medical Offices LLC
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Nightly janitorial service, 8,500 sq ft, Mon to Fri (October) | 1 month | $2,400.00 | $2,400.00 |
| Strip and wax VCT floors, lobby and hallways | 2200 sq ft | $0.50 | $1,100.00 |
| Restroom paper products and hand soap restock | 1 month | $180.00 | $180.00 |
| Carpet extraction, conference rooms | 3 hr | $75.00 | $225.00 |
- Subtotal
- $3,905.00
- Total due
- $3,905.00
Notes
PO #4471. Service per agreement dated January 1. Floor work done Saturday, October 12.
Download the commercial cleaning invoice template
US Letter, 8.5 x 11 in. Take it with the sample lines above to edit, or blank to fill in from scratch
PDF
Print it or fill it in a PDF editor
Word (.docx)
Type into it in Word, Google Docs or LibreOffice
Excel (.xlsx)
Amounts, tax and total add up by themselves
Faster than a file: type your details once and download a finished PDF.
Fill it online with these linesWhat to include on a commercial cleaning invoice
- 1Purchase order or contract number required by the client accounts payable team
- 2Service period, such as the calendar month covered by the contract fee
- 3Facility address and square footage for each building on the contract
- 4Base contract fee as one line, separate from extra work
- 5Periodic services such as floor stripping, waxing and carpet extraction with dates
- 6Consumables like paper products and soap, if you resupply them
- 7Your company W-9 details or tax ID if the client requests them
How janitorial companies and commercial cleaning contractors usually bill
- Monthly contract fee based on square footage, cleaning frequency and scope
- Per square foot for floor care such as stripping, waxing and burnishing
- Hourly for one-time, post-construction or emergency cleans
- Consumables at cost plus a handling markup, or bundled into the contract
Payment terms
Commercial accounts usually pay on Net 30, and some large clients push for Net 45 or Net 60, so price that waiting time into your bid. Invoice on the same day each month, either at the start of the month for that month or at the end for work done. Include the PO number and the exact service period, because accounts payable will hold an invoice that does not match their records. Bill periodic and extra work on separate lines or separate invoices so a dispute over one item does not delay the base contract payment.
General guidance, not legal or tax advice.
Common mistakes on commercial cleaning invoices
- Leaving off the PO number, which sends the invoice back through approval and delays payment
- Doing extra floor work on a manager request without a signed work order
- Paying for consumables out of pocket and forgetting to bill them
- Invoicing on different days each month, which makes cash flow harder to predict
Commercial Cleaning invoice questions
How do I invoice a monthly janitorial contract?
Send one invoice each month on a fixed date with the contract fee, the service period and the PO number. Add any extra services from that month as separate lines with their dates.
Is commercial cleaning subject to sales tax?
Some states tax janitorial and building maintenance services and many do not. The answer can also depend on what supplies you resell. Check with your state revenue department before charging tax.
What payment terms are normal for commercial cleaning?
Net 30 is the most common, and larger companies may ask for longer. Agree on terms in the contract, and consider a late fee clause that matches what your state allows.
Should consumables be on the same invoice as the cleaning contract?
You can include them on the same invoice as separate lines, which keeps billing to one document a month. Some clients prefer them separate because they come from a different budget, so ask.
Send it from BillingOtter
A template still has to be emailed and chased. In BillingOtter the same invoice goes out by email with the PDF attached and a pay link, and you see what is paid, due or overdue.
- Email the invoice with the PDF and a Pay button
- Clients pay by card or US bank transfer (ACH) on Creator Pro, without creating an account
- Automatic payment reminders on Creator Pro, which stop as soon as the invoice is paid
- Free Starter covers 5 invoices a month, no card needed
Templates for related trades
Free tools for janitorial companies and commercial cleaning contractors
Bill your next job from BillingOtter
Free for 5 invoices a month. Add card and ACH payments and automatic reminders with Creator Pro
Free for 5 invoices a monthNo card needed