Download Free Janitorial Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Editable Janitorial Invoice Template

Best for:

Edit scope, add specials, route lines.

Custom Janitorial Invoice Template

Best for:

Logo, contract and site ID fields.

Printable Janitorial Invoice Template

Best for:

Totals, tax, signatures, schedule.

Free Janitorial Invoice Template

Best for:

Sq ft, frequency, tasks, supplies, hours.

How to Invoice for Janitorial Work

Keep it simple, track the period, and make deposits and approvals visible.

Free Online Invoice Generator

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In 5 Steps:

Do a walkthrough and scope the work, then confirm rate basis and visit frequency.
Capture client details and service location, plus any compliance info you must display.
If approved, collect a deposit for first service or project work and schedule the start date.
After each service period, log hours, materials, and extras with approvals to build the invoice.
Create the invoice, apply any deposit, add tax where required, set the due date, and send with easy pay options.

Free Online Invoice Generator

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What to Include in a Janitorial Invoice

These are the must-have fields for clear, compliant invoices.

Invoice number
Issue date
Client name and service location
Service period (date range)
Scope of work summary
Rate basis (hourly, square feet, or flat)
Labor hours total
Supplies and consumables itemization
Taxes on taxable items (check local rules)
Deposit received (if any)
Payment terms, due date, and late fee
Business license # and insurance policy #

Billing Scenarios for Janitors

How to label charges so every invoice makes sense the moment your clients see it.

Deep clean (one time); First-time service surcharge

First-time deep clean before starting service

Heavy build up takes longer and uses more supplies.

Recurring service, monthly; Visit count

Recurring office cleaning on a monthly schedule

Shows the agreed cadence and how many visits the period covers.

After-hours premium; Weekend differential

After-hours or weekend cleaning

Off-hours staffing costs more and needs clear approval.

Post-construction cleanup; Debris disposal fee

Post-construction cleanup with debris haul-away

Record who approved, when, and what changed in a brief note on the invoice or attached work order.

Floor strip and wax; Sealer or finish materials

Floor strip and wax project

Project work is outside routine service.

Restocking, paper and soap; Product cost plus markup

Consumables are client owned and billed separate from labor.

Free Online Invoice

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What janitorial services bill for

List labor, supplies, square footage, visit frequency, and specialty services with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Recurring nightly cleaning

Time

Ongoing scheduled service

Hours × hourly rate. Document scope by area and frequency to avoid scope creep.

Initial deep clean

Time

First visit or turnover

Hours × hourly rate. Use for heavy buildup before starting maintenance.

Day porter service

Time

Daytime on-site support

Hours × hourly rate. Log tasks by interval to justify time on site.

Restroom sanitization

Time

High-touch areas need disinfection

Hours × hourly rate. Note products used and dwell times for compliance.

Floor strip & wax

Item

Finish is worn or yellowing

Qty × unit rate. Include square footage in notes and section the job by zones.

Carpet extraction

Item

Spots, odors, or scheduled care

Qty × unit rate. Record square footage and pre-treatment steps for results tracking.

Window washing

Item

Interior/exterior glass service

Qty × unit rate. List sides, panes, and access needs to prevent change orders.

High dusting

Time

Ceilings, vents, and ledges

Hours × hourly rate. Note lift/ladder requirements and fall-protection review.

Trash & recycling removal

Time

Bagging and hauling each visit

Hours × hourly rate. Track container counts and pickup location to streamline routes.

Paper goods & liners

Item

Taxable

Client wants stocked supplies

Qty × unit cost × (1 + markup%). List brands and sizes for consistent reorders.

Save and reuse your janitorial services and prices

Create a free account and save square foot rates, supply fees, and visit schedules once, so nothing gets retyped.

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Common Janitorial Invoicing Mistakes

These trip up good cleaners and slow payment. Use the fixes to keep money moving and avoid disputes.

Mistake

How to fix it

Bundling labor and supplies into one lump line hides costs and sparks disputes.

Separate labor time from consumables and equipment so clients see what they are paying for. Show unit counts and rates.

Leaving the service period off the invoice confuses what work the bill covers.

List the date range for recurring work and the job date for one offs, matching your service log.

Use measurable units such as hours, square feet, or per fixture, and include counts from the walkthrough.

Record who approved, when, and what changed in a brief note on the invoice or attached work order.

Forgetting to apply the client deposit inflates the balance due.

Record the deposit as a prior payment and subtract it from the subtotal before tax where required. Check local rules.

Charging tax incorrectly on labor or supplies creates compliance risk.

Mark which items are taxable, calculate tax only where required, and note the rule of thumb you follow. Check local rules.

Janitorial Invoice FAQs

Billing for nightly cleans, deep cleans, consumables, overtime, and waste handling. Line items, markup, terms, and the Janitorial Invoice Template explained with clear answers.

How do I bill nightly office cleaning on a monthly retainer?

Quote a monthly flat rate tied to a set frequency. Include a service schedule and square footage. Example line: “Monthly custodial service, 5 nights/week, 20,000 sq ft: $2,800.”

What line items should I include for a floor strip and wax?

List labor hours, chemical stripper, finish coats, and equipment. Note cure time if the space is closed. Example: “Strip & wax, 1,500 sq ft, 2 techs x 5 hrs, chemicals $85, autoscrubber rental $60: $1,145.”

Should I charge sales tax on cleaning services?

Rules vary—check local rules. Some states tax services or only consumables. Example: “Taxable supplies: liners and paper goods $120, sales tax 6%: $7.20.”

How do I price consumables like liners and restroom paper?

Use pass-through at cost or add a markup and note it. Commercial cleaners often use 10–20% markup. Example: “Restroom paper restock $200, 15% markup $30: $230.”

How do I handle after-hours or weekend callouts on the invoice?

Add an overtime or emergency rate with the time window. State the minimum. Example: “Emergency cleanup Sat 9–11 pm, 2 hrs at $95/hr, 2-hr minimum: $190.”

How do change orders show up on the invoice when scope expands mid-month?

List a separate section labeled “Approved Additions” with date and approver. Price labor, supplies, and access time. Example: “Added interior glass, 12 offices, approved 08/12 by PM: $260.”

Can I bill travel between multiple sites for a property management client?

Yes, if the contract allows trip fees or windshield time. Spell out per-visit or per-mile charges. Example: “Trip fee, 3 sites x $15: $45.”

How should I document OSHA/medical waste handling fees for clinics?

Break out PPE, red-bag liners, and licensed disposal. Include the manifest number if required. Example: “Biohazard handling, PPE kit $18, red-bag disposal 4 bags x $12: $66.”