NimbCrewQuick answer
A strong cleaning invoice uses a clear header, line items tied to scope, payment terms, and a single total. Keep it one page, send it the same day, and include the client contact who approves payment.
If you want one place to send invoices, reminders, and receipts, start free and review pricing.
Invoice fields to include
Every cleaning invoice should list:
- business name, address, and contact info
- client billing contact and service address
- service date and job reference number
- line items with quantity and unit price
- add-ons or upgrades tied to the approved quote
- subtotal, taxes or fees, and total due
- payment methods and due date
For a complete workflow, review the residential cleaning software guide.
Step-by-step invoice process
1) Confirm the approved scope first
Use the estimate as the source of truth. Match the invoice line items to the approved scope so clients never see surprises.
2) Use a consistent line item template
Standard line item names reduce disputes. Example: "Standard recurring clean" or "Move-out deep clean" instead of free-form notes.
3) Add approved add-ons explicitly
List every add-on (inside fridge, oven detail) as a separate line so the total is easy to validate.
4) Set clear terms and due date
Include the exact due date and preferred payment methods. Avoid vague terms like "due upon receipt" without a date.
5) Send within 24 hours
Same-day invoices get paid faster because the job is still fresh for the client.
6) Schedule reminder follow-ups
Use a fixed reminder cadence (Day 3, Day 7, Day 14) to avoid inconsistent chase emails.
Cleaning invoice examples
Example invoice structure with typical line items
| Line item | Quantity | Unit price | Line total |
|---|---|---|---|
| Standard recurring clean | 1 | $160 | $160 |
| Inside fridge add-on | 1 | $25 | $25 |
| Oven detail add-on | 1 | $30 | $30 |
| Supplies fee | 1 | $10 | $10 |
| Total | $225 |
Related reads:
Common invoice mistakes
- Using generic line items that do not match the approved scope
- Forgetting to list add-ons separately
- Sending invoices days after the job
- Leaving out the billing contact and due date
- Hiding fees inside a single total
Ready-to-use invoice checklist
Before sending
- match line items to the approved estimate
- confirm service date and client contact
- list every add-on as its own line item
On the invoice
- include due date and payment methods
- show subtotal, taxes, and total due
- add job reference or work order number
After sending
- schedule reminders on Day 3, 7, and 14
- log paid date and payment method
- note follow-up issues for future quotes
If you want invoices tied to schedules and quotes
When invoices and schedules live together, your team can bill the same day the job closes.
Try NimbCrew free, then review pricing when you need more users.
Common questions
How long should a cleaning invoice be?
Aim for one page. A short invoice with clear line items gets approved faster than a long, mixed-format summary.
Should we include supplies fees on the invoice?
Yes, if it was approved in the estimate. Keep it as a separate line so clients see exactly what it covers.
When should invoices be sent after a cleaning job?
Same day whenever possible. Payments slow down when invoices are delayed by multiple days.