How to invoice cleaning clients (UK)
The short version
- Every invoice needs a unique number, your details, the client's details, the date, what you did and the amount.
- Send it on the day of the clean, with clear payment terms.
- Keep a copy of every invoice for your tax records.
- Chase unpaid invoices promptly and politely — weekly is a good rhythm.
A clear invoice gets you paid faster and gives you the records you need for Self Assessment. It doesn't need to be fancy — it just needs the right information, sent at the right time.
What must a cleaning invoice include?
If you're a sole trader, GOV.UK says your invoice should show:
- A unique invoice number — numbers should run in order (for example 0001, 0002, 0003)
- Your name and any business name you trade under
- An address where legal documents can be sent to you, plus contact details
- The client's name and address
- The date of the invoice and the date of the clean
- A clear description of the work
- The amount for each item and the total owed
- VAT details, but only if you are VAT registered (most sole-trader cleaners are under the threshold and are not)
It's also good practice to add your payment terms and how to pay — your bank details or a payment link.
An example cleaning invoice layout
| INVOICE 0042 | |
|---|---|
| From | Sam Taylor, trading as Sparkle Home Cleaning 12 Example Road, Truro, TR1 1AA · 07700 900000 |
| To | Mrs J. Smith 4 Sample Lane, Truro, TR1 2BB |
| Invoice date | 6 October 2026 |
| Date of clean | 6 October 2026 |
| Description | Regular clean, 3-bed house — 3 hours at £18/hour |
| Amount | £54.00 |
| Total due | £54.00 |
| Payment terms | Due within 7 days by bank transfer to Sort code 00-00-00, Account 00000000, reference 0042 |
When should I send it?
On the same day as the clean. The longer you wait, the longer you wait to be paid — and the easier it is to forget a job altogether. For regular weekly or fortnightly clients, some cleaners invoice monthly in arrears; if you do, send it on the same date each month so the client comes to expect it.
Choosing payment terms
- Payment on the day works well for one-off and new clients.
- 7 days is a sensible default for regular domestic clients.
- 14–30 days is more common with letting agents and businesses.
Whatever you choose, agree it before the first clean and print it on every invoice.
How to chase a late payment
Most late payments are forgetfulness, not refusal. Keep it friendly and factual:
- A day or two after the due date: a short, friendly reminder with the invoice attached.
- A week later: a second reminder, asking when you can expect payment.
- After that: a phone call, and consider pausing future cleans until the account is up to date.
For business clients (such as letting agents or offices), the law lets you claim statutory interest and compensation on late payments. That law doesn't cover private householders, so for domestic clients your best protection is clear terms agreed upfront and taking payment promptly.
Keep every invoice
Your invoices are part of your tax records. Keep a copy of each one — paid or not — for at least 5 years after the 31 January Self Assessment deadline for that year. Our cleaner tax guide explains what else to keep.
Create invoices in seconds. Gwithva builds a numbered PDF invoice for any job from your client and job details, saves it for your records, and adds it to your income totals for Self Assessment. Free for cleaners.