Are you looking to invoice your clients for your cleaning services and want to know how to write an invoice for cleaning services? Then you have come to the right place. In this blog post, we’ll discuss what a cleaning invoice is, how to write a cleaning invoice that gets paid on time, provide you with Google Docs and Google Sheets templates for cleaning invoices that you can fill and send, and introduce you to free invoicing tools that allow you to send cleaning invoices 3X faster and help you get paid twice as quickly. Let’s get started!
Table of Contents:
What is a Cleaning Invoice?
How to Write an Invoice for Cleaning Services: A Step-by-Step Guide
1. Decide Between a Tool or Template
1. Choose an Invoice Template
You can use templates or tools to create your invoices. For templates, you can find options in Google Docs and Google Sheets. Alternatively, you can use automated invoicing tools like CheckYa to send invoices. Let’s look at how you can do both.
1. Using Google Docs or Google Sheets
If you prefer to use Google Docs or Google Sheets, you can find many ready-made cleaning invoice templates available online. These templates are easy to download, customize, and use. Choose a template that suits you best, and you’ll have a professional-looking invoice in no time. Here’s a free cleaning services invoice template that you can download for free on google docs and google sheets.
- Download Cleaning Invoice Template for Google Docs for free
- Download Cleaning Invoice Template for Google Sheets for free
2. Using Automated Tools Like CheckYa
For those who prefer a more streamlined approach, automated invoicing tools like CheckYa offer significant benefits. These tools make the invoicing process 90% faster and more efficient, helping you save time and reduce errors. CheckYa offers a free plan with no credit card or payment details needed to get started. Here’s how using CheckYa can transform your invoicing process:
Benefits of Using CheckYa:
- Time-Saving: Automated tools like CheckYa allow you to create and send invoices up to 3X faster than manual methods, saving 90% of your time. Instead of spending hours on invoicing, you can focus on growing your cleaning business and providing excellent client service.
- Professional Templates: CheckYa provides professionally designed templates that enhance your business image. These pre-made and customizable templates ensure that your invoices look polished and professional, which can instill confidence in your clients.
- Payment Tracking: With CheckYa, you can easily track when invoices are sent, overdue, and paid, helping you stay on top of your finances. With this feature, you can keep track of each invoice so you know exactly which clients have paid and which ones need a reminder.
- Online Payments: Clients can pay directly through the invoice using various payment methods, such as Google Pay, Apple Pay, credit card, debit card, ACH, and PayPal. This convenience makes the payment process quicker for your clients and ensures you receive your payments promptly.
- Automatic Reminders: With CheckYa, you can send automatic payment reminders to clients, reducing the chances of late payments and ensuring that your clients are gently nudged to pay on time.
- Currency Options: You can choose the currency of your choice and invoice clients in that currency. This is useful if you have international clients, as it eliminates the need for currency conversion and makes the process seamless for both parties.
- Split Payment Processing Fees: CheckYa allows you to split 50% of the processing fee with your client or pass 100% of the payment processing fee to your clients. This feature helps you manage costs and ensures you receive the full payment for your services.
- Hourly Billing: CheckYa also supports billing your cleaning services by the hour. You can set your hourly rate and track the time spent on each job, making it easy to invoice clients accurately based on the hours worked.Using CheckYa, you can simplify and enhance your invoicing process, making it more efficient and professional. Once you’ve filled in all the necessary information, preview the invoice to ensure everything is accurate, then hit send. This approach helps provide smooth and efficient billing, making your job easier and more professional.
Here’s how you can send an invoice via CheckYa in 3 easy steps:
Using CheckYa for your invoicing needs can simplify your invoicing process and help you get paid faster. Here’s how to get started:
1. Sign Up : Visit www.checkya.com website and sign up for a free account.
2. Create Your First Invoice: Go to invoices from the left dashboard, click on “Create Invoice”. Fill in the client information, invoice details (including a unique number and due date), and a detailed description of the cleaning services provided. Itemize the costs and calculate the total amount due.
3. Preview, Send, and Follow Up: Preview the invoice for accuracy, then email it directly to your client through CheckYa. Clients can pay online using various methods like Google Pay, Apple Pay, credit card, debit card, ACH, and PayPal. Track the status of your invoices.
Once you have chosen between using tools or templates, go ahead and include the following key details:
2. Include Key Details
1. Add Your Business Information
At the top of the invoice, include your cleaning business’s name, logo, address, phone number, and email for clear identification. This information should be clear and up-to-date, as it helps your clients identify your business and know how to contact you if they have any questions.
2. Enter Client Information
Next, add your client’s name, address, phone number, and email address. Double-check the accuracy of the client’s information to avoid any billing issues. Accurate client details ensure the invoice reaches the correct recipient and helps maintain professionalism.
3. Assign an Invoice Number
Create a unique invoice number for tracking purposes. You can use a sequential numbering system (e.g., 001, 002) or a combination of letters and numbers (e.g., CLN001, CLN002). A unique invoice number helps you and your client keep track of payments and invoices.
4. Include the Invoice Date and Due Date
Add the date the invoice is issued and specify the payment due date based on your payment terms (e.g., net 30 days, net 15 days). Clear dates help manage expectations for when payment is due and can reduce confusion or delays.
5. List Cleaning Services Provided
Provide a detailed description of each cleaning service performed. This should include the type of cleaning (e.g., residential, commercial, deep cleaning), the areas cleaned, and any particular tasks. Detailed descriptions ensure the client understands what they are being charged for and can verify the completed work.
6. Itemize the Costs
Break down the charges for each service provided by specifying the hourly rate or fixed fee. Include additional costs such as supplies, travel expenses, or extra services. Itemizing costs makes the invoice transparent and helps clients see what they are paying for.
7. Calculate the Total Amount Due
Add up all the itemized costs to get the subtotal, including applicable taxes, and deduct any discounts or prepayments. Display the total amount due prominently on the invoice. A clear total ensures that the client knows the exact amount they need to pay.
8. Specify Payment Terms and Methods
Clearly state your payment terms, such as “Payment due within 30 days,” and list the accepted payment methods (e.g., credit card, bank transfer, cash). Mention any late payment penalties or fees. Specifying terms and methods helps set clear expectations for how and when payment should be made.
9. Add Additional Notes
Express your gratitude for the client’s business with a thank you message. It’s also useful to provide contact details for any inquiries or issues. Personal touches in this section of your invoice can improve your client relationship and show appreciation for their business.
3. Preview, and Send, and Follow Up
Double-check all the information for accuracy and completeness before sending the invoice. Save the invoice as a PDF to ensure the format remains consistent and professional. Email the invoice to your client or use your invoicing software to send it.
Conclusion
Now that you know how to write an invoice for cleaning services, you can streamline your billing process and get paid faster. Whether you choose to use a template from Google Docs or Google Sheets or opt for an automated tool like CheckYa, you have the tools to create professional and effective invoices. Follow the steps outlined in this guide, fill in the necessary details, and confidently send your invoices. By following these tips, you can receive payments on time and uphold a professional relationship with your clients.
