The cleaning industry is growing rapidly. As per one of the articles of CleanLink they have mentioned that “The commercial contract cleaning industry is currently worth $78 billion. And in just the last 10 years, contract cleaning has grown at an average rate of 6.6 percent each year.” There are a number of ways to help this growing business stand out in the market. One of those ways is how professionally you handle your accounting, invoicing, and payment processes. Creating a cleaning invoice will not only fulfill all the latest regulations, but it will also help you promote your brand that will turn out highly professional.
Table of Content
- Why You Should Use A House Cleaning Invoice?
- Things to Keep in Mind While Creating a House Cleaning Invoice
Usually, cleaning service providers provide bills by hours or as per the current rate running in the market depending upon the size of the home. The invoice template for cleaning services is a very useful way to ensure that the cleaning business invoice includes all the necessary details choosing the perfect layout. This document should be used after housekeeping services have been performed by cleaning service providers or an individual to charge and invoice the client.
Why You Should Use A House Cleaning Invoice?
As a house cleaning service provider, you clean every corner of the client’s home with lots of attention to detail. Just like that making a cleaning invoice template and sending it on time is also important especially the details you include in an invoice template are equally important.
The purpose of using a house cleaning invoice is to let the client know what they have to pay for your cleaning services. In addition to billing your clients, a cleaning invoice template is useful to keep important information regarding your financial transactions and keep updated about the payment you receive and the overdue payments. There are many other benefits of using invoices for cleaning invoice template such as:
- Keep all the records of transactions
- Stay organized for the received payment
- Avoid overdue payments
- Pile up necessary details for tax filing
- Take notes of debts and late payments
- Describe performed cleaning services in detail
- Maintain your bookkeeping in simple ways
A well-developed professional cleaning invoice template will help you do more than just a typical payment request. For example, you treat such a document as a brand presenter which will illustrate your important transactions and payment information. Having this kind of cleaning invoice example will help you ensure accurate accounting and hassle-free tax filing procedures.
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Things to Keep in Mind While Creating a House Cleaning Invoice
When you start creating your cleaning service invoice for the cleaning business, you need to take care of certain things in your mind that will help you stay ahead of the competitors. Here are 5 things that you can consider while creating an invoice for cleaning services.
#1 Inspect Property and Give Estimation/Quote
After getting an inquiry, a professional cleaning service provider should go to the located property and meet the respective clients. Many cleaners have various approaches to give an estimation to their clients – some charge on flat-rate, some charge as a per-room basis, and some use hourly rates. No matter how you are going to charge, but after observing the property, you should provide a written cleaning checklist and a quote (quote is not an actual cleaning service invoice, it is just a rough estimation of the charges you are going to charge) for the services and the material you are going to use.
#2 Commit Dates and the Hours of Work
The commitment of dates and the hours it takes to complete the task is very crucial while you have to manage your and your client’s timing. Some clients prefer to get the job done during weekends, and some prefer to do that on weekdays. Sometimes it gets difficult for the cleansing professionals to move from one place to another place while doing a job, especially residents who try to carry on their daily routine. So, it is very important that you commit the dates and the hours of work according to both of your convenience. It completely depends on how you and the customer want to get the job done. Whatever it is you need to specify your timings and also try to know about clients’ comfortable timings before you make any kind of commitment.
#3 Ask For the Access to the Property
If you and the client have agreed to do the washing activity when the residents are away from the house, you must ask for access to the property. House cleaners should get duplicate copies of keys or other ways of entering the client’s house. To make the relationship stronger, it will be your duty to safeguard the keys and make sure no one from the team of cleaners misuses the keys. This will help you maintain your relationship with the clients.
#4 Establish terms and conditions
As a cleaning company and a small business owner, you definitely do not want to face payment related issues, especially when you did your job on time. You must be thinking that once I will send an invoice, I will get paid instantly, sorry to say but it won’t be the case all the time. To get paid on time, you need to be proactive before you send an invoice to the clients and how to express your terms and conditions in front of the clients. The terms and conditions should clearly outline what you will require from the customer and what they are supposed to do after the job is done.
For example, clients need to release the payment as soon as possible or they can pay within 30 days. If they don’t pay within a given time frame, what will the late charges? Are you going to take any legal actions in case of nonpayment? Such little but important things should be clear before you move on to create a bill and sign the necessary papers. You can also mention the agreed terms and conditions in the bill.
Apart from this, you can also offer a discount for early payments to encourage clients to make payments early. Whatever you decide, it is better you discuss everything with the customer prior to taking any contract job.
#5 Create an Appropriate Invoice and Send
Once the assigned task is over, it’s time to get paid for the hard work you did. For that, you need to create an official document of the job and services you have provided in a very professional way. You need to include all the tiny details such as your business name and details like your cleaning company name, phone number, email address, customer’s name, address, contact information, invoice maker number, type of service, hours of work, rates, materials used, cost of the material and if any applicable taxes (GST, VAT, Sales Tax, etc.). You must describe all the details for the clarity of the customer.
To create an exclusive house cleaning service invoice template you can follow this step-by-step process on how to make an invoice?
#6 Use your invoice to promote your cleaning business
Now that you have prepared an invoice, it’s time to give some branding touch to boost customer’s loyalty and assist them to understand why they should stay with you all the time. For example, you can include a customized little thank you note and a special discount for your regular clients at the bottom of your bill, especially, if you are going to send invoices during festival time. They can use this offered discount such as free window cleaning, free cleaning of the garden, free house cleaning at the time of their next cleaning service.
Another method is to provide them a referral bonus in case they refer your services to their friends and relatives. Always ask for customer testimonials and if they have any complaints about the services you have provided. Do not be afraid to cross-sell or up-sell your service to grow your business. You can also include the preferred payment method or payment instructions to provide comfort to the customers. Once you are satisfied with the invoice you have created you are ready to send it to the customer.
#7 Keep Reminding For the Payment Request
Sometimes it happens that you get irritated by the late or irregular payments and it might destroy your relationship with the customers. To avoid such stress, you should practice clear policies before taking the project and inform the customers about your policies well in advance. If you miss doing that, you can also include your terms and conditions in your cleaning invoice examples in case you have not mentioned it to the customers before taking up the project. In the case of late and irregular payments, you need to take several follow-ups and keep reminding about the payment requests to the customers, of course, in a professional way. After the third reminder, still, if the client ignores your notice and refuses to make a payment you can escalate the issue in a legal way.
By taking care of these little things, you can make sure that your invoice helps you get paid on time and you don’t do free house cleansing without getting paid and your customers are loyal towards you, and the bond between you and the customers remains stable. We, at InvoiceOwl, assist you in creating professional-looking bills using very easy steps and we will keep update you about all invoicing buzz to grow your business.
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Frequently Asked Questions
1. Who should use a house cleaning invoice?
Professional house cleaners who function as a cleaning company need to use a house cleaning invoice free for the house cleaning such as window cleaning, or entire house cleaning, etc. they have done depending upon the people involved in the house cleaning services and the hours they have worked. If a professional cleaner is a regular service provider of the client and provides service every month, the invoice templates depend on their mutual understanding. However, some freelancing cleaners working on a contract basis also use cleaning service invoice to bill their customers. To get paid on time it is essential that they create an appropriate house cleaning invoice template for the customers and receive the payment on time.
2. How do I make cleaning invoices?
To make a cleaning service invoice we have given you the 7 things that you can consider while creating a bill. Apart from that if you want some quick tips and tricks that will support you create professional invoices that will stand out from other competitors. You can also make invoices using invoicing software and invoice generator or you can create your own invoice template using Word, Excel, Google Docs, or Google Spreadsheet.
3. How do you write a receipt for cleaning?
As we said earlier in our blogs’ FAQ section, that cleaner declaration is not a part of invoices or bills. A receipt needs to send after you receive a payment from the customer. The format for the receipt will be simple, and it should acknowledge that you have received the payment.