How do cleaning businesses invoice clients?
Most bill either per visit or monthly for a set number of visits. List the number of cleans and the rate per clean, add any one-off deep cleans or extras like carpets and windows, and include supplies if you charge for them. This tool pre-fills a recurring line, a deep-clean line, and a supplies line.
Should I invoice cleaning monthly or per visit?
Monthly invoicing is far less admin when you have regular clients, and it makes your income predictable. Bill in arrears for the visits actually completed, list the dates or the visit count, and keep terms short at around 7 days since the amounts are usually small.
How do I handle last-minute cancellations?
State a cancellation policy on every invoice, for example charging 50% when a client cancels inside 24 hours. Your cleaners still lose the slot, so a written policy that appears on each invoice makes the charge expected rather than a surprise argument.
Should I charge by the hour or by the job?
Job pricing is generally better for both sides once you know a property. The customer knows the cost, and you keep the benefit of working efficiently rather than being penalised for it. Hourly pricing suits first visits, one-off deep cleans, and properties you have not seen, where the scope is genuinely unknown. A common approach is to quote hourly for the initial clean and switch to a fixed per-visit price once you know how long the property actually takes. State on the invoice which basis applies so there is no ambiguity about what the figure represents.
How do I raise prices with regular clients?
Give notice in writing, ideally four weeks, and apply the change from a clear date. Cleaning clients are typically long-term and price increases are the most common trigger for cancellation, so how you handle it matters more than the amount. Keep the message short and factual rather than heavily justified. Increasing modestly and regularly is easier for clients to absorb than leaving a rate untouched for three years and then correcting it in one jump, which is when people start comparing quotes. Note the new rate on the first invoice that reflects it.
What should I do about supplies and equipment?
Decide whether your price includes them and state it clearly, because this is one of the most common misunderstandings in domestic cleaning. Some clients expect to supply everything, others expect you to. If you provide consumables, either build the cost in or list it as its own line, but do not leave it ambiguous. For specialist equipment such as carpet or window cleaning gear, charging separately is normal and expected, since it represents real investment and is not part of a standard clean.
How do I handle keys and access?
Record the access arrangement in writing, whether that is a key held by you, a lockbox code, or a client present at each visit. It matters for insurance and for liability if something goes wrong. Charge for wasted visits where you cannot gain access through no fault of your own, and state that policy in advance, since staff still had to travel and the slot cannot be refilled. Being explicit about access on the invoice, for example noting a visit that could not be completed, keeps the record clean if the charge is later questioned.