Window cleaning invoice template
Window cleaning invoice template for regular rounds: bill several visits at once with their dates, note missed rounds and add inside windows or a roof.
Templates by industry
- Outside windows, four-weekly round
- Inside windows, cleaned on the June visit
- Conservatory roof, water-fed pole
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Outside windows, four-weekly round" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Conservatory roof, water-fed pole". 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.
Window cleaners rarely invoice one visit at a time. A round every four weeks is more often billed monthly or quarterly, and the client pays for visits they did not see happen. This invoice counts the rounds in the period on one line and lists their dates in the notes, so the client can match them with what they remember. Inside windows and conservatory roofs, done only now and then, get their own lines, and a round skipped for rain is recorded as skipped rather than quietly left out.
Fields to prepare
- Deliverables and line items
- Outside windows, four-weekly round, Inside windows, cleaned on the June visit, Conservatory roof, water-fed pole: record the quantities actually supplied and the service period.
- Outside windows, four-weekly round
- Give the number of rounds in the period and their dates, and whether frames and sills are included in the outside price.
- Inside windows, cleaned on the June visit
- Inside work needs someone at home; note the date it was done and who let you in.
- Conservatory roof, water-fed pole
- Say the roof was cleaned from the ground with a pole, not by climbing, which also explains why it took longer than the windows.
- 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
- Put the date of every visit in the period on the invoice, mark any round missed for weather or access, and keep occasional extras such as inside windows on their own lines.
Before sending
- Does “Outside windows, four-weekly round” show the quantity actually supplied, not the quantity first quoted?
- Is “Inside windows, cleaned on the June visit” charged at the rate the customer agreed to, with any change approved?
- Is “Conservatory roof, water-fed pole” 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 |
|---|---|---|
| Outside windows, four-weekly round | 3 × $18.00 | $54.00 |
| Inside windows, cleaned on the June visit | 1 × $25.00 | $25.00 |
| Conservatory roof, water-fed pole | 1 × $40.00 | $40.00 |
| Subtotal | $119.00 | |
| Sales tax (8%) | $9.52 | |
| Total | $128.52 | |
Net amount $119.00, sales tax $9.52, total payable $128.52.
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
Can I bill several rounds on one invoice?
Yes. Put the number of rounds on one line at the round price and list their dates in the notes, so the client sees exactly which visits they are paying for.
What do I write when a round was skipped because of rain?
Leave it out of the count and note the date it was skipped. Saying so openly avoids the question of whether you came at all.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $9.52 on a net amount of $119.00, for a total of $128.52. The editor recalculates all three when you change a quantity, a price or the country.
Is this template free?
Yes. You can fill in this template and print it or save it as a PDF without an account, and there is no payment step and no watermark on the document. Saving it to your account and downloading Excel or Word files need a free account.
Can I download it as Excel, Word or PDF?
Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total.
Read next
Reading for the Window cleaning invoice template: How to write an invoice: a step-by-step example and Invoice numbering: sequences and corrections. The VAT and GST calculator works out the tax line for you.