Commercial cleaning businesses clean offices, medical suites, retail stores, schools, gyms, and other non-residential buildings, usually on a recurring schedule. Most invoices go to property managers, office managers, or business owners who expect a consistent monthly bill that matches the contract. Solo operators and small crews also bill for one-time work such as post-construction cleanup, floor stripping and waxing, and carpet extraction.
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Recurring janitorial work is usually priced as a flat monthly fee based on square footage, cleaning frequency, and the scope in the contract, then billed on the same day each month. Under the hood, most owners work backward from an hourly figure: labor hours per visit times a loaded labor cost, plus supplies, equipment, insurance, and a profit margin. Many also quote a per-square-foot rate for comparison, often $0.05-0.15 per sq ft per visit for general office cleaning. Specialty and one-time jobs (strip and wax, carpet extraction, window cleaning, post-construction cleanup) are billed per sq ft, per hour, or as a flat project fee. Extras outside the contract, such as emergency call-outs, event cleanup, or restocking consumables, are billed as separate line items. Medical and other regulated spaces carry higher rates because of disinfection protocols and training requirements.
| Service | Priced | Typical range |
|---|---|---|
| Recurring office janitorial (general cleaning, trash, restrooms, vacuuming) | per sq ft per visit | $0.05-0.15 |
| Hourly cleaning labor (crew member, one-time or extra work) | per labor hour | $30-60 |
| Floor strip and wax (VCT) | per sq ft | $1.00-3.00 |
| Carpet hot water extraction | per sq ft | $0.25-0.60 |
| Post-construction cleanup | per sq ft | $0.25-0.75 |
| Interior window cleaning | per pane | $3-10 |
| Medical or dental office cleaning | per sq ft per visit | $0.10-0.25 |
| Restroom restocking supplies (paper, soap, liners) | cost plus markup | 10-25% markup |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Monthly janitorial service, 6,000 sq ft office, 3 visits per week (Nov 1-30) | 1 month | $1,150.00 | $1,150.00 |
| Carpet hot water extraction, main open office area | 2800 sq ft | $0.35 | $980.00 |
| Strip and wax, breakroom and reception VCT | 900 sq ft | $1.75 | $1,575.00 |
| Additional labor, post-holiday party cleanup (Nov 22) | 3 hours | $45.00 | $135.00 |
| Restroom paper and soap supplies, restocked per contract | 1 lot | $86.00 | $86.00 |
| Total | $3,926.00 | ||
Notes: Payment due within 30 days of invoice date. Please reference PO #4471 on remittance. A 1.5% monthly late fee applies to balances past due. Next scheduled carpet extraction is in May.
Multi-site clients and property managers need to match each invoice to a building and a billing month for their records.
Many commercial accounts will not process payment through accounts payable without a PO number.
Showing that the monthly fee covers, for example, 3 visits per week under the signed agreement prevents questions about what is included.
Floor care, carpet extraction, and event cleanups fall outside the base contract and should be itemized so they are not disputed as part of the monthly fee.
If you supply paper products, soap, and liners at cost plus markup, listing them separately shows what the client is paying for and supports changes in pricing.
Commercial clients often require proof of insurance and a W-9 on file, and including your business name and EIN or license number speeds up vendor setup.
Whether janitorial services are taxable varies by state, so check your local rules and show any tax as its own line.
Commercial clients usually pay on net 15 or net 30 terms, and larger property management companies may push for net 45 or net 60. Recurring contracts are best invoiced at the start of the service month, or on the first of the month for the current month, rather than after the fact. Deposits are uncommon for recurring work but common for large one-time jobs such as post-construction cleanup, where 25-50% upfront is typical. Late fees of 1-1.5% per month are common if stated in the contract. Most accounts pay by ACH or check, and card payments are often accepted at a surcharge or with the fee built into the price.
Send the monthly invoice on the same day every month, ideally before the service month begins. Clients with accounts payable departments pay on cycles, and a late invoice can push payment out another 30 days.
If the client asks for an extra deep clean, event setup cleanup, or a carpet spot treatment, get an email approval with the price. Then you can bill the line item with confidence.
Compare actual crew hours to the hours you priced. If a site regularly takes 20% longer than quoted, raise the monthly fee at renewal or tighten the scope rather than absorbing it.
Wages, supplies, and fuel rise during a contract term. A clause allowing an annual increase, or a rate change with 30 days notice, avoids renegotiating from scratch.
If you skip a visit because the building was closed, note the credit on the invoice. If the client cancels late, state your policy so billing stays consistent.
Monthly is the standard for recurring janitorial work. It gives the client one predictable bill and reduces your paperwork. Per-visit billing makes sense for irregular schedules, trial periods, or one-time jobs.
Either include them in the monthly price and state that in the contract, or bill them as a separate line at cost plus 10-25%. Separate billing is better when usage varies a lot between months.
Confirm your payment terms and late fee are in the signed agreement, send a reminder a few days before the due date, and follow up the day after. If it continues, shorten terms, ask for ACH autopay, or pause service according to the contract.
It depends on the state. Some states tax janitorial or building cleaning services and many do not. Check with your state revenue department or a tax professional, and show tax as a separate line if you collect it.
Yes. A contract sets the terms, but clients still need a dated invoice with an invoice number to process payment and record the expense. It is also your proof of what was billed and when.
Send a Commercial Cleaning estimate for approval, then turn it into an invoice when the work is done.
Commercial Cleaning estimate template