AvoCommercial Cleaning Invoice Template (Free Fillable PDF)
Commercial cleaning is billed monthly against a contract: a flat monthly fee for a schedule of visits, plus periodic work (strip and wax, carpet extraction, windows) and consumables (paper, soap, liners) billed separately. The customer's accounts payable pays only what the contract and the PO say, so the invoice has to name the site, the period, the schedule and each add-on exactly as the contract does. This template has the site and PO in the header and the contract lines first.
Free, fillable, US Letter. No email, no sign-up. Fill in your company and your customer's site details once. Each month change the period, the periodic work and the consumables.
What the PDF looks like. The hints in the line table show the lines a janitorial contractor typically bills; type over them.
Why janitorial invoices get paid late
Invoice does not match the contract wording
The contract says “nightly service, 5×/week”; the invoice says “cleaning”. AP cannot match it. Copy the contract language.
Periodic work not pre-approved
Floor care that was in the annual schedule is paid; floor care that appears on an invoice without a work order is held. Reference the work order or the schedule.
Consumables without counts
Paper and soap are passed through at cost; list quantities and unit prices or the customer will ask for the supplier invoice.
What to include on a janitorial invoice
- Company name, address, contact and business license; bond and insurance noteCommercial customers require a certificate of insurance on file.
- Customer name, billing contact and PO number; site name and addressThe PO is what gets the invoice paid.
- Invoice number, date, due date and service period“Service period: March 2026”.
- Contract service: schedule, frequency, monthly or per-visit rate“Nightly janitorial service, 5×/week, 12,400 sq ft, monthly flat rate”.
- Periodic work with work order or schedule referenceStrip and wax, carpet extraction, high dusting, windows.
- Consumables and supplies at cost or agreed priceItem, quantity, unit price.
- Extra services: event cleanup, construction cleanup, emergency callsHours × rate or flat, with the request date.
- Sales tax where applicable, payment terms and late feeCommercial cleaning is taxable in a number of states.
Example janitorial invoice
Lines a typical job produces. Labor and materials are separate, and anything already paid is a negative line so the total is the balance due.
| Description | Qty × rate | Amount |
|---|---|---|
| Nightly janitorial service, 5×/week, 12,400 sq ft, March 2026 (22 visits) | 1 month | $2,640.00 |
| Strip and wax VCT, lobby and corridors, 2,100 sq ft, WO #118 | 2,100 × $0.45 | $945.00 |
| Consumables: 12 cases multifold towels, 6 cases liners, 4 gal foam soap | 1 lot | $338.50 |
| Event cleanup after Mar 20 open house, 2 staff | 2 × 3 h × $32.00 | $192.00 |
| Total due | $4,115.50 | |
How to use the template
- Download the PDFIt is a fillable form: open it in any PDF reader, on a computer or a phone.
- Fill in your details onceBusiness name, contact, license number, terms. Save it as your master copy.
- Add the job and sendChange the client, the lines and the invoice number for each janitorial contractor job. Export and send by email or text.
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Questions
How do janitorial companies bill: in advance or after the month?
Most bill the contract fee monthly in advance on the 1st, and periodic work and consumables in arrears as performed. State which on the contract and the invoice; AP departments set up the vendor accordingly.
What is a work order reference and why does the invoice need it?
A work order is the customer's approval for work outside the base contract: a floor strip, carpet extraction, an emergency cleanup. Facilities managers match invoices to work orders; a periodic line without one is held for approval.
Should consumables be on the cleaning invoice?
Yes, as lines with item, quantity and unit price, if the contract has you supply paper, soap and liners. Many companies bill them at cost plus a stated handling percentage; show it.
Is commercial cleaning taxable?
In a number of states janitorial services are subject to sales tax (for example Texas, New York, Ohio and others), sometimes with exemptions for certain customers. Check your state and show the rate as its own line.
What payment terms are standard for commercial cleaning?
Net 30 with most commercial accounts, Net 15 for small businesses. A late fee clause (1–1.5% per month) is standard and should appear on the contract and the invoice.