Free carpet cleaning invoice template
Rooms, stairs, pet treatment and protector — itemized so the add-ons read as work, not as an upsell.
Carpet cleaning is sold by the room and delivered by the square foot, and that gap is where nearly every dispute lives. Settle what a room means before the phone call ends — 200 square feet, and anything larger counts as two — then put that definition on the paperwork instead of leaving it in your head. The money is not in the extraction pass anyway. It is in the work that solves what they actually called about: urine treated at the subsurface rather than perfumed, traffic lanes pre-sprayed and agitated with a CRB, protector reapplied because the last cleaning stripped it. Each of those belongs on its own line. And note the fiber and any pre-existing wear before the wand touches it.
Lines a carpet cleaner actually bills for
| Line | Typical range |
|---|---|
| Hot water extraction — per room, up to 200 sq ft | $35–$60 per room |
| Staircase — per flight | $30–$50 per flight |
| Whole-house extraction, priced by the foot | $0.25–$0.50 per sq ft |
| Heavy traffic lanes — pre-spray and CRB agitation | $30–$75 |
| Pet urine treatment — subsurface, per affected area | $40–$150 per area |
| Carpet protector applied after cleaning — per room | $20–$40 per room |
| Upholstery — three-seat sofa | $90–$180 |
| Area rug cleaned on site | $60–$150 depending on size and fiber |
What to include on a carpet cleaning invoice
- Your business name, phone number and email — and your license number if your state puts one on the paperwork
- The customer's name, the service address, and a phone number or email you can actually reach them on
- An invoice number and the date the work was done
- Rooms counted the way you quoted them, with your definition of a room written down — over 200 sq ft counts as two
- Fiber and construction: nylon, polyester, olefin, wool, berber — it decides the process and it decides who is liable
- Pre-existing conditions you pointed out before starting: traffic wear, delamination, bleach spots, split seams, filtration lines at the baseboards
- Pet treatment on its own line with the areas noted, separate from the cleaning price
- Protector as its own line, with a note that it comes off with every cleaning and is reapplied each time
- Dry time and their part in it: clean shoes only, pets off the carpet, leave the air movers running
- Subtotal, sales tax if you charge it, and the total due
- Any deposit or payment already taken, and the balance still owed
- The due date, and what happens if it goes past it
- How they can pay — card, bank transfer, check or cash
Carpet Cleaning invoicing questions
Room rate or square-foot pricing — which should I put on the invoice?
Whichever you quoted, and never both on the same job. Room rates are easier to sell over the phone and easier for a homeowner to check. Square-foot pricing is fairer on open-plan houses and is what commercial buyers expect. The one thing that gets you a bad review is quoting three rooms and invoicing 1,100 square feet.
How do I charge for pet urine without it feeling like a bait and switch?
Find it before you quote, not after. Walk with a UV light or a moisture meter at the walk-through, show them the areas, and give the treatment price then. Subsurface urine is a different process — flooding, extraction, sometimes pad and subfloor — and customers accept that once they have seen it lit up. Discovering it mid-job and phoning them for more money is the version they resent.
Should I take payment before the carpet is dry?
Yes, and it is normal in the trade. The service is done when the extraction is done; drying is physics. Take the card while you are coiling hose — the invoice on your phone has a Pay button on it, so it is one tap — and leave the dry-time instructions in writing so a damp carpet four hours later is not treated as an unfinished job.
What do I write when a stain will not come out?
Write the difference between soil and damage, on the invoice. Soil you remove. Dye loss from bleach or benzoyl peroxide, sun fade, urine that has already burned the fiber, cellulosic browning on wool — that is permanent damage and it was there before you arrived. Saying so in the document, on the day, is what stops it becoming your problem next week.
How should I bill a property manager or an office that has me back regularly?
Per job, but keep the customer saved so the next invoice is a copy of the last one with new dates and unit numbers. Property managers pay on their own cycle, so put net 15 or net 30 on it and give them a purchase order or unit number field they can match against. For turnovers, one invoice per unit is easier for them to approve than one big one covering the whole building.
Is this free, or free until it isn't?
Building and sending invoices and estimates is free with no cap and no trial countdown. There are two paid tiers, Starter at $9.99 and Pro at $24.99, and they cover the parts that cost us money each time they run: sending from our email domain, scanning receipts, your logo and colors on the invoice, seats for a second van. Past that we take 0.5% when a customer pays you by card, and nothing when they pay by check.
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