Office cleaning invoice
Invoice template for commercial cleaners: office area cleaning, restroom sanitation and floor waxing. Fill it in online or download Excel or Word.
Templates by industry
- Office area cleaning
- Restroom sanitation
- Floor waxing
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Office area cleaning" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Floor waxing". Deliver the service record, materials used, unresolved issues and the agreed next visit date.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Office cleaning contractors send this invoice to the business or the building manager each month. It separates the routine cleaning of desks and floors from restroom sanitation, which usually runs more often and uses its own consumables, and from floor waxing, which happens only a few times a year. Keeping that periodic work on its own line stops a month with waxing from looking like a price rise. Quote the contract or site name too, since a facilities team may receive invoices for several buildings.
Fields to prepare
- Deliverables and line items
- Office area cleaning, Restroom sanitation, Floor waxing: record the quantities actually supplied and the service period.
- Office area cleaning
- Bill per visit or as the monthly fee in the contract, and give the floors or floor area covered.
- Restroom sanitation
- State the number of restrooms or visits, and whether soap, paper and other consumables are included or billed by quantity.
- Floor waxing
- Bill waxing only in the month it was done, with the date and the area, because it is not part of the monthly service.
- Assets and visits
- Record the asset or area, visit dates, visit count and access arrangements.
- Labor and materials used
- Separate labor hours, quantities of parts or consumables, and work outside the recurring scope.
- Scope to agree
- Separate cleaning areas, recurring visits, restroom scope and floor-waxing dates.
Before sending
- Does “Office area cleaning” show the quantity actually supplied, not the quantity first quoted?
- Is “Restroom sanitation” charged at the rate the customer agreed to, with any change approved?
- Is “Floor waxing” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Match extra parts and return-visit charges to approved work.
- Record the initial condition and the post-service checks.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Office area cleaning | 10 × $180.00 | $1,800.00 |
| Restroom sanitation | 20 × $95.00 | $1,900.00 |
| Floor waxing | 12 × $95.00 | $1,140.00 |
| Subtotal | $4,840.00 | |
| Sales tax (8%) | $387.20 | |
| Total | $5,227.20 | |
Net amount $4,840.00, sales tax $387.20, total payable $5,227.20.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
How do I bill an extra clean the client requested after an event?
Add it as a separate line with the date and what was cleaned, at the rate for additional cleans in your contract. Keeping it apart from the monthly fee lets the client approve the extra without reopening the regular charge.
Should I attach the cleaning log or sign-in sheet?
If the client checks visits against a log, attach it or refer to it in the notes. It answers most questions about missed visits before they are asked, and it supports the visit count on the invoice.
What if the office was closed for a holiday week?
Under a fixed monthly fee you normally bill the full amount unless the contract says closures reduce it. If you bill per visit, the lower count shows on the line by itself; mention the closure in the notes so the drop is explained.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $387.20 on a net amount of $4,840.00, for a total of $5,227.20. The editor recalculates all three when you change a quantity, a price or the country.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.
Read next
Reading for the Office cleaning invoice: How to write an invoice: a step-by-step example and Credit note vs invoice (and credit memo): how to issue one. The VAT and GST calculator works out the tax line for you.