Run a house-cleaning week from one workbook

A solo cleaner loses time in the gaps: the price was a text, the gate code was in another text, the invoice was a Venmo note with no number, and the checklist was whatever you remembered at the door. A team of two or three has the same gaps, plus a second person who cannot see the first person’s notes. You do not need a forty-dollar app for that. You need a price list, a client row, a quote when the job is new, an invoice when the job is done, and a checklist the client can sign.

This is a record-keeping setup. It is not tax advice and not legal advice. Charging sales tax on cleaning, and whether a job is taxable where you work, is a local rule. Look it up or ask a tax professional before you put a tax line on an invoice. The sheet will multiply whatever rate you type. It will not know if you should type it.

Fill settings and the price list before any client

The first afternoon is setup, not selling.

• Business name, the email you answer, and where you want to be paid
• A tax rate only if you have already confirmed you should charge one. Otherwise leave tax at zero
• Services and their prices: standard clean, deep clean, move-out, add-on fridge, add-on oven
• How you round, if you round

If the price list is empty, every later screen is a guess. Do this before you import a single client.

A price you can explain

A pricing block for a home can take bedrooms, bathrooms, square feet, condition, whether the job is a deep clean or a move-out, and a discount if they book on a repeat schedule. The output is a suggested price, not an order. You are allowed to charge something else. Write the number you will actually say out loud on the quote, and keep the suggestion next to it so you can see when you are discounting out of habit.

Example, made up: 3 bedrooms, 2 baths, average condition, standard clean, every other week so a small recurring discount applies. The calculator offers 180. You have a reason to charge 200 because of pets. The quote says 200. The suggestion stays 180 in the note so next month you remember the pets were the reason, not a random markup.

Move-out and deep cleans should not silently use the standard price. If the block has a switch for those, turn it on. If you are building this by hand, use a different row on the price list rather than “I’ll remember to add fifty.”

The client row

One row per home, not per visit.

• Name and billing email
• Address
• How often they want you (weekly, biweekly, monthly, one time)
• Gate or door code
• Pets
• Notes a second cleaner can read without calling you

Codes and pet notes are operational. They do not belong only in your phone. If someone else covers a sick day, the workbook is the handoff. Do not put a client’s full story in the invoice. The invoice is the bill. The client row is the briefing.

Quote, then invoice

A quote is for a new client or a move-out, before they have agreed. It should use the same services and prices as the price list so you are not retyping numbers you will later contradict.

An invoice is after the work, or on the schedule you agreed. Pick the client, pick the services, and let prices, tax, and the due date fill in. The invoice number should increment. Do not reuse a number. Print to PDF or save as PDF from the sheet. A blank fillable PDF is useful when you are standing in a kitchen and only need a simple bill, but the workbook should stay the log. If you hand-write a one-off, copy the total and the number back into the log the same day or the revenue chart will skip it.

Statuses worth having on the log: Paid, Unpaid, and Overdue. Overdue can follow from the due date once the row is unpaid, so you are not flipping a cell by memory. A monthly chart of what was billed, or of what was marked paid, should be labeled so you know which one you are looking at. Billed and collected are not the same month when people pay late.

The checklist

A room-by-room list, on Letter and on A4, with a line for the client to sign, is how you prevent “you didn’t do the oven” on a job where the oven was not in the scope. Check the rooms you did. Leave the others blank. The sign-off is a note that they saw the place, not a waiver you invented. If your local rules or insurer want different wording, use theirs. The PDF is a practical list, not a legal form.

Walk the list in the same order every visit so a skipped room is obvious. If a client always declines the oven, write that on the client row and stop treating it as a miss.

Monday for a solo cleaner

1. New inquiries get a quote from the price list, not from the last text you sent someone else.
2. New yeses get a client row before the first visit, including pets and the code.
3. After each visit, invoice from the client and the services, same day.
4. Mark paid when the money lands, not when they say they sent it.
5. Once a week, read Unpaid and Overdue. One reminder with the invoice number is enough to start.
6. Glance at the month chart. If it does not match your bank, a cash job never got typed.

Limits

The kit will not file sales tax, register your business, or tell you if cleaning is taxable in your city. Check that before you charge tax. It will not insure you, screen employees, or replace a written service agreement if you need one. It will not text the client for you.

What you get in the download is a workbook plus checklist PDFs in Letter and A4 and fillable blank invoice PDFs in Letter and A4. The workbook includes the invoice generator (client and services, prices, tax, due date, automatic invoice numbers, print or PDF), a quote builder for new clients and move-outs, the pricing calculator (bedrooms, baths, square feet, condition, deep or move-out, recurring discount, suggested price), the client log (frequency, gate codes, pets, notes), and an invoice log whose Paid, Unpaid, and Overdue state follows the due date, with a monthly revenue chart. It opens in Google Sheets, Excel, and LibreOffice. In Google Sheets: upload the xlsx, open it, then Save as Google Sheets. Fill Settings and the price list first, then clients. One-time file, no subscription. Not tax or legal advice. The link is in the box below.