Should I bill monthly cleaning clients in advance or after service?

Billing in advance is preferred for recurring clients because it ensures consistent cash flow and reduces the risk of non-payment. Many cleaning companies bill on the 1st of each month for that month's scheduled cleanings. If a client cancels a scheduled visit, provide a credit on the next invoice.

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Q: What discount should I give for monthly cleaning contracts?

Recurring clients typically receive a 10-20% discount compared to one-time pricing. For example, if a one-time deep clean is $250, a recurring weekly cleaning might be $150-$180 per visit. The discount incentivizes commitment while the guaranteed recurring revenue makes up for the lower per-visit rate.

Q: How do I handle missed cleanings on a monthly invoice?

Have a clear cancellation policy in your service agreement. Common approaches: if the client cancels with 24+ hours notice, credit the next invoice; if they cancel with less than 24 hours notice, charge 50% of the visit fee; if they no-show, charge the full amount. Document your policy on every invoice.

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Recurring Billing Guide

How to Set Up Monthly Billing for Cleaning Clients

Recurring revenue is the backbone of a profitable cleaning business. Here's how to invoice monthly clients effectively.

Benefits of Monthly Invoicing

Switching from per-visit to monthly invoicing transforms your cash flow and simplifies your bookkeeping. Benefits include:

Predictable revenue every month makes financial planning easier
Fewer invoices to create and track — one per client per month
Clients appreciate the convenience of a single monthly payment
Reduces late payments when combined with auto-billing
Makes your business more valuable if you ever sell it

How to Structure Monthly Rates

Per-visit pricing: List each visit as a line item (e.g., "4 Weekly Cleanings @ $150/visit = $600"). This is transparent and easy for clients to understand.

Flat monthly rate: Charge a single monthly fee regardless of how many weeks are in the month. Simpler for the client, and you benefit from months with 5 weeks.

Handling Cancellations and Adjustments

Every monthly billing arrangement needs a clear cancellation policy. Best practices:

Require 24-hour notice for cancellations — charge 50% for late cancellations
If you bill in advance, credit skipped cleanings on the next invoice
If you bill after service, only invoice for completed visits
Document your cancellation policy on every invoice
Send invoices consistently on the same day each month

Getting Clients on Monthly Billing

When pitching monthly service, emphasize the discount (10-20% off one-time rates), priority scheduling, and the convenience of not having to book each visit individually. Frame it as a commitment that saves them money and guarantees their preferred time slot.

FAQ

Monthly Invoice FAQ

How do I bill recurring cleaning clients monthly?

Send a monthly invoice at the beginning or end of each billing period. List all services performed (or scheduled) with the number of visits, rate per visit, and total. Most businesses bill on the 1st of each month. Include the billing period dates so the client knows exactly what they're paying for.

Should I bill in advance or after service?

Billing in advance is preferred for recurring clients. It ensures consistent cash flow and reduces non-payment risk. Bill on the 1st for that month's scheduled services. If a client cancels a visit, credit it on the next invoice rather than issuing a refund.

What discount should I give for monthly cleaning contracts?

10-20% off your one-time rates is standard. If a one-time deep clean is $250, a recurring biweekly visit might be $150-$180. The discount incentivizes commitment while guaranteed recurring revenue more than makes up for the lower per-visit rate.

How do I handle missed cleanings on a monthly invoice?

Have a clear cancellation policy: 24+ hours notice = full credit on next invoice; less than 24 hours = 50% charge; no-show = full charge. Document this policy on every invoice and in your service agreement. Consistency is key.