A commercial cleaning invoice needs to match the customer’s approval process as well as the work you completed. The site manager may approve the clean while an accounts team pays it. Give both people a recognisable site, service period, agreed price and any required purchase-order reference.
Start by confirming who owes the money. The building name, managing agent and contracting customer may be different. Ask the customer which legal entity to invoice, where to send it and whether they need a separate invoice for each property.
Keep repeat commercial billing organised
Pro supports recurring invoices for stable contracts and up to three supporting attachments per invoice. Use a manual invoice when the completed visits or extras change the amount you need to bill.
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Collect billing instructions before the first clean
Put the agreed billing instructions beside the accepted quote. Request the accounts payable email, site reference, purchase-order number if required, invoice frequency and payment terms. Also confirm whether a completion sheet needs approval before invoicing. That avoids a correct invoice sitting in the wrong inbox.
- Bill to: the customer that contracted for the cleaning.
- Service location: the office, shop or common area where you worked.
- Service evidence: the visit dates or agreed monthly scope.
- Approval reference: the accepted quote, contract or purchase order.
- Payment destination: your payment details and the invoice reference.
A purchase order is a customer reference, not a replacement for your invoice number. In Free Invoice App, include site and PO references in the notes or descriptions. Do not assume that adding a PO reference means the customer’s procurement system has approved the invoice.
Worked example: four office cleans and an extra service
This invented example bills four completed weekly visits in September, plus one separately approved carpet spot-cleaning service. The figures illustrate the format, not commercial cleaning rates.
Invoice: INV-024 · issued 30 September 2026 · due 14 October 2026
Customer: [Contracting business name and billing address]
Site: [Office address] · PO: [Customer reference]
Supplier: [Your business name, ABN and contact details]
| Description | Quantity × rate | Ex GST |
|---|---|---|
| Office clean: 2, 9, 16 and 23 September | 4 × $220 | $880.00 |
| Carpet spot clean: 23 September, approved extra | 1 × $120 | $120.00 |
| Subtotal | $1,000.00 | |
| GST at 10% | $100.00 | |
| Total payable | $1,100.00 |
If you are GST-registered, label the completed document “Tax invoice” and include the required details. At $1,000 or more including GST, the buyer’s identity or ABN must be ascertainable. See the buyer identity guide and the ATO tax invoice guidance. If you are not GST-registered, use an ordinary invoice and do not add GST.
Choose monthly billing without hiding the visits
A monthly invoice can mean two different things. Under per-visit billing, the total is the agreed visit price multiplied by the actual billable visits, plus approved extras. Under a fixed monthly service agreement, the invoice follows that agreement’s scope and fee. Make the distinction clear in the cleaning quote.
Four weekly visits at $220 is $880 before GST. A five-visit month would be $1,100 before GST under the same per-visit arrangement. Copying last month’s four-visit invoice would miss a visit. Conversely, a fixed monthly fee should not automatically increase merely because another service date falls in that month.
Use recurring billing only when the recurring amount and scope are correct. It does not count site attendance or calculate a changing monthly total from a cleaner’s schedule.
Handle multiple sites and evidence carefully
If one customer wants separate site invoices, give each its own number and service reference. If they approve one combined invoice, use separate lines for each property so an approver can reconcile the total. Confirm the format first rather than sending several versions of the same debt.
A signed service sheet or approved extra can travel with the invoice using attachments on Pro or Pro+. Share only the evidence needed for billing. Remove alarm codes, access instructions and unrelated information about tenants or staff. A photo may document work, but it is not a substitute for a clear description and agreement.
Send an invoice the accounts team can act on
Subject: Invoice [number] — [site] — [service period] — PO [reference]
Hello [name], attached is the invoice for the cleaning visits listed for [site and period]. The total is [amount], due [date] under our agreed terms. [Approved extra] is shown separately. Please let me know if you need an approval reference corrected.
Check that the invoice reached the right contact. If payment is late, first ask whether it is awaiting site approval, missing a reference or scheduled for a payment run. Use the cleaning reminder templates for follow-up and the government payment-terms guidance when agreeing terms.
Is a monthly statement another invoice?
No. A statement summarises invoices and outstanding balances; it should not create a second charge for the same work. Reconcile payments before using a statement to follow up. For broader software choices, see the cleaning invoicing software guide.
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