Cleaning work runs on repetition. An office wants cleaning every week, a practice every day, a private client every two weeks. So the January invoice is almost the same as February’s, which makes copying tempting. Until you forget one or retype a wrong amount.
Invoicing for cleaning: regular clients, the same invoice every month
Cleaning
You record services and hours per location. For regular clients you have a draft invoice prepared on a schedule that you review and send.
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SmartWerk turns that repetition into a schedule. You record your services, note hours per location and let regular clients receive a monthly draft invoice. Nothing happens automatically towards your client though: you review the draft and send it.
Where it goes wrong in practice
Copying the same invoice every month
Copying seems quick, but you have to change month, amount and date each time. A forgotten month is missed income.
Several locations per client
A client with three branches means three cleaning rounds. You want to know per location what you did.
Different kinds of work
Periodic maintenance, a one-off deep clean and extra services such as windows. Each has its own rate.
Regular clients do not always pay on time
With a regular client especially, a reminder feels awkward. A friendly standard reminder helps.
How a job moves through SmartWerk
Every step is an existing SmartWerk feature; click through for the details.
Client and location
Name, address and payment term of every client; for a client with several branches you note the location in the description.
Services and rates
Weekly maintenance round, office, windows: each with its own price and VAT.
Hours per location
Record hours worked per client, also for work you charge by the hour.
Regular invoice on a schedule
Monthly, quarterly or yearly a draft for the regular client.
Check and send
You review the draft, adjust it and send it; there is no direct debit.
Reminder for late payment
A reminder before the due date and also after.
The tools that matter most here
Why this fits SmartWerk
01
Repetition as a schedule
Recurring invoices are made for work that comes back every month. You make it once, SmartWerk prepares the rest.
02
You stay in control
Every generated invoice is a draft. If you adjust the amount before sending, it also matches the extra hours.
03
Easy to start
Recurring invoices, hours and kilometres work without extras. You send a reminder before the due date from the invoice list.
Frequently asked questions
Can I invoice a regular client automatically every month?
SmartWerk creates a draft invoice every month. You review and send it yourself. There is no direct debit.
How often can an invoice recur?
Monthly, quarterly or yearly. Weekly is not possible.
Can I invoice per location?
You can put the location in the description of the invoice lines. There is no separate location field.
What if my monthly limit is reached?
Then that run is skipped and no invoice is created. The limit depends on your subscription; see the pricing page.
SmartWerk is invoicing and administration software for self-employed people, not a full accounting package and not a replacement for your bookkeeper or adviser.
Try it with your own clients
Create a free account and start with one client. Upgrading can wait until you really need a feature.