How to create an invoice for cleaning services.

When you run a cleaning business, it goes without saying that your highest priority is to provide excellent services that lead to a beautifully cleansed environment for your clients. However, it is equally important to generate invoices that accurately reflect what you have done and perhaps even inspire your customers to pay in time and in full. But just how do you make the best possible invoice?

Setting up your invoice.

There are several critical elements that you should be sure to include in every invoice. Start with your company name in the upper left corner. This lets people know immediately who is billing them.

The header should come next. It contains the word “invoice” in a bold font as well as the invoice number. This emphasizes the purpose of the document, provides a general reminder to submit a payment, and makes your record-keeping easier.

Managing your books is also enhanced when you include dates. Let the customer know when the service was provided as well as when you sent out the bill.

Next should be information about the recipient, including their name and address. This eliminates any confusion about who is expected to provide payment.

No one will send money without knowing why. Therefore, clearly but briefly describe the services you provided and when the work was done.

Any payment terms that you may have discussed with the customer in advance should be briefly summarized in the invoice. This informs the customer about how many times the services were provided and at what cost.

Finally, clearly state the total amount owed in bold. Lest there be any confusion about what is owed, this should make everything clear.

Tools to help the invoicing process.

If you’re still daunted by the prospect of creating invoices, the following tips might help. First, talk to your payment processing for cleaning companies' merchant account provider to learn about the invoicing tools that are probably already included in your system. These allow you to automate and streamline many of your business functions, including billing.

As an invoicing novice, it’s helpful to make things easier by creating a checklist. Use it to ensure that you always include vital details such as the invoice number, information about the customer, invoice date, identification of payment terms, and specifications about the services rendered.

Sending an email with the invoice attached is an easy, paperless way to get your bill out on time. It is good practice to include your company name, invoice number, and the date the bill was sent in the subject line.

Make it a point to maintain your own records that reflect the bills that are going out and the cash that is coming in. This is vital for tax purposes and to protect yourself in the event of a disputed or missed payment.

Finally, consider automating your processes. Payment processing for cleaning companies software and apps can be configured to send bills on a predetermined basis, allowing customers to easily make secure payments at their convenience using an associated app.

Once your billing processes are organized and streamlined, you will have laid down one of the most important building blocks of your cleaning business. Now your customers will always have a clear, documented idea of what they owe, and you will have everything you need to keep records that are accurate and easily retrievable.