Invoice templates for cleaning services

Whether you’re a freelance cleaner or run a large cleaning company, you will need to issue invoices for your services. Invoices are legal documents issued from a seller to a buyer when payment is due. 

There are a number of different ways you can create invoices, including Word, Excel, and invoicing software. This article explores what kind of invoice template you should use for your cleaning business, what details need to be included on your invoices, a sample invoice for cleaning services, and free downloadable invoice templates. 

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What kind of invoice template should you use?

Before you start issuing invoices, you should create or choose a template so that your invoices will always include your business information and be legally compliant. Using programs like Word or Excel is common for creating invoices, as most people know how to use the software. However, these programs have some drawbacks because they were not specifically designed for creating invoices. 

Word or Excel invoice templates are not created with local legal requirements in mind. Each country has specific invoice requirements that are mandatory in order for your invoices to be valid.  In addition, most of the information needs to be manually inputted and updated with each new invoice. This can be time consuming and may lead to error.

Invoicing software, on the other hand, is specifically designed for creating and issuing professional, legally compliant invoices. All of the amounts are automatically updated, it is quick to select customers and products that are saved to the software, and the software will make sure that all of the required information is entered prior to issuing it to your customer. 

In addition, most invoicing software lets you do much more than create invoices. You can run automatic accounting reports, accept payments online, and reconcile your accounts all with one tool. 

Once you’ve created or selected an invoice template for your business, you will need to know what information you need to enter on each invoice.

What details need to be on my invoice?

Since invoices are an official request for payment, they require certain information to be legally valid. This includes information about your business and the customer, a breakdown of the products/services you are selling, the date of issue, a unique invoice number, and the total amount due. 

You can find all of the legally required invoice information on our article: “What information needs to be on an invoice?” If you are registered for VAT in the UK, you will need to issue VAT invoices to your customers which require more information than non-VAT invoices.

VAT invoices or non-VAT invoices?

If you’re just starting your cleaning business, you may be wondering if you need to include VAT on your invoices. Value-added tax (VAT) is a type of consumption tax that is added to invoices of VAT registered businesses. 

You must register for VAT if your annual turnover is above £85,000. You can also voluntarily register if you wish to do so. 

If you are not registered for VAT, you do not need to apply VAT to your sales. If you are VAT registered, you will need to issue VAT invoices to your customers and submit VAT Returns to HMRC.

Use your invoices to market your cleaning business

Completing paperwork can be a tedious task, however, you can use your paperwork to market your business! By adding a logo, website, and images to your invoices, you help your customers identify what the invoice is for and helps get your brand easily recognised. 

With invoicing software, you can use different pre-made templates, try different fonts and colour schemes, upload your logo, and add custom images to make your invoices pop!

Sample invoice for cleaning services

Below you’ll find an example of a cleaning service invoice. As you can see, the “Unit” column has been changed to include different metrics, for instance, days and metres squared. The invoice is legally compliant and shows all of the mandatory invoice fields. 

Word invoice template for cleaning business

If Word is your software of choice for creating invoices, we have provided a free invoice template for download below. With Word, you will need to manually calculate the totals and edit the information. With our template, you can also add your business logo to help you market your business.

Download invoice template for Word

Excel invoice template for cleaning business

Excel templates are much more customisable than Word with the use of formulas. Our free Excel invoice template below will automatically add up the totals and VAT (if applicable) for you. Be advised that the file includes 2 tabs, one for non-VAT registered businesses, and one for VAT invoices.

Download invoice templates for Excel

Invoicing software with pre-made templates

With invoicing software, like SumUp Invoices, you can create professional, legally compliant invoices quickly. You can save your customers and products to your account for quick selection when creating your invoices - no more typing out long addresses.

With SumUp Invoices, your invoice will automatically include a payment link so your customers can pay quickly and securely online. You will just pay a small fee if the customer pays via the payment link. Give it a try for free with no strings attached. 

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