What a commercial cleaning invoice is for
Commercial clients pay through an accounts payable department that needs the PO number, the service period and a clear match to the contract. An invoice that lists the monthly service, any periodic work done that month and approved extras separately gets paid on the first pass instead of being sent back with questions.
What to put on a commercial cleaning invoice
- The service period.
- The client's PO or account number.
- The contract monthly service.
- Periodic work done this month.
- Extra requests, with who approved them.
- Net terms and remit details.
A worked example
The office's monthly invoice. The quarterly floor wax was done this month, and the manager asked for an extra cleaning after a client event.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Monthly janitorial service per contract | 1 | month | Your price |
| Floor strip and wax, quarterly | 2,000 | sq ft | Your price |
| Extra cleaning after event, approved by office manager | 3 | hour | Your price |
Put the PO number in the job box and who approved the extra in the notes. Accounts payable holds invoices with unexplained extras.
Line items commercial cleaning companies use
| Line item | Unit | How to write it |
|---|---|---|
| Nightly janitorial service | visit | Per night; list the tasks in the scope. |
| Restroom cleaning and restocking | room | Per restroom; say who supplies paper and soap. |
| Trash and recycling removal | visit | To the building's dumpster. |
| Vacuum carpeted areas | sq ft | Or include in the nightly visit. |
| Mop hard floors | sq ft | Lobbies, kitchens, restrooms. |
| Break room and kitchen cleaning | room | Counters, sinks, appliance exteriors. |
| Floor strip and wax | sq ft | Periodic; priced separately. |
| Carpet extraction | sq ft | Periodic deep clean. |
| Interior glass and entry doors | visit | Fingerprints on doors and partitions. |
| High dusting | visit | Vents, ledges and light fixtures, periodic. |
| Consumables, paper and soap | month | If you supply them; otherwise the client does. |
| Day porter | hour | On-site cleaner during business hours. |
Terms and deposit language for commercial cleaning
- Deposit. Commercial contracts rarely take a deposit; some take the first month in advance from new clients.
- Payment. Billed monthly, often net terms set in the contract; say the due date and late fee if any.
- Warranty. Quality complaints are reported to a named contact and corrected on the next visit or sooner.
- Keys, alarm codes and access badges are signed out and returned at the end of the contract.
- Staff are background checked if the client requires it; say so in the scope.
- Price is reviewed yearly or when the square footage or scope changes.
How to fill it in
- Your business details carry over from any template you used before.
- Fill in who you are billing and the job.
- Check the lines against what you actually did, and add your prices.
- Put any deposit in Already paid, so the balance is right.
- Print, download or send it from Koira with a pay-by-card link.
Free tools for commercial cleaning
The same invoice for other trades: appliance repair, auto detailing, carpet cleaning, chimney, house cleaning, concrete, drywall, electrical, fence, flooring, garage door, general contractor, gutter, handyman, hvac, irrigation, junk removal, landscaping, lawn care, locksmith, moving, painting, pest control, plumbing, pool service, pressure washing, remodeling, roofing, septic, snow removal, solar, tree service, waterproofing, window cleaning.