Excel file. No email, no signup. Yours to edit.
| Tab | What it does |
|---|---|
| Invoice | The invoice itself: your details, the customer's, the service specifics, grouped line items, and totals that calculate down to balance due. |
| Invoice Log | Tracks 40 invoices with paid, open and overdue status, days late, and a summary of what is outstanding. |
A generic invoice has a description column and a price column. That works until you clean the same house every two weeks and the customer asks which visits they are paying for.
The service details block answers that up front: service type (recurring, one-time, deep clean, move-out, post-construction), frequency, property size, bedrooms and bathrooms, the billing period covered, visits completed this period, cleaners assigned, and how you get in.
Work performed is grouped the way cleaning is sold:
Subtotal, discount, tax and total calculate on their own. Deposits and prior payments come off before the balance due, so the number at the bottom is the number you are owed.
Almost every dispute in residential cleaning is the same sentence: I thought that was included. You do not win that argument after the visit. You win it before, in writing, on the invoice.
This template prints the scope on every invoice. A standard clean includes floors vacuumed and mopped, kitchen counters, sink, stovetop and the exterior of appliances, bathrooms cleaned and sanitised, dusting of reachable surfaces, beds made, bins emptied.
It also prints what a standard clean excludes unless booked as an add-on: interior of the oven, fridge or cabinets, interior windows, walls, garages, laundry, anything above safe reaching height, and biohazard or pest cleanup.
There is a late-cancellation charge line too. If the customer locks you out on the day, you have somewhere to put that charge, and they have already seen the policy on every prior invoice.
Recurring work means recurring invoices, and recurring invoices are how balances quietly slip. The Invoice Log tab tracks 40 invoices: number, customer, job, issued date, due date, amount invoiced, amount paid.
The rest calculates itself. Balance owing, days late against today's date, and a status of PAID, OPEN or OVERDUE for each row.
A summary at the top shows total outstanding, what is overdue right now, what is more than 30 days late, and your collection rate. Thirty seconds on this tab tells you who to call before the balance gets awkward.
Your business details, the customer's details, an invoice number, issue date and due date. For cleaning specifically: the service type, the billing period covered, the number of visits completed, and line items split between standard service and add-ons. The strongest thing you can add is a written scope of what the standard clean includes, because that is what customers query.
Bill per visit, and say plainly which period the invoice covers and how many visits happened in it. An invoice that just says 'monthly cleaning' invites the question of whether you came three times or five. This template has fields for the billing period and visits completed, and the recurring service line multiplies your per-visit rate by the visit count.
Floors vacuumed and mopped, kitchen counters, sink, stovetop and appliance exteriors, bathrooms cleaned and sanitised, dusting of reachable surfaces, beds made and bins emptied. Interior of the oven, fridge or cabinets, interior windows, walls, garages and laundry are normally add-ons. The template prints both lists on the invoice, and you can edit either to match how you work.
Yes. Upload the file to Google Drive and open it with Google Sheets; the formulas carry over. It also works in LibreOffice Calc. It was built in Excel, so that is where the formatting is cleanest, but nothing in it requires Excel.
You enter the invoice number, customer, dates and amounts as you send each invoice, and record payments as they come in. The log calculates the balance on each one, counts days late from today's date, and marks each row PAID, OPEN or OVERDUE. A summary shows total outstanding, what is overdue, what is over 30 days late, and your collection rate.