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Cleaning company invoice for IT

hi guys here the queen of cleaning equipment and I want to quickly share something with you because I realize that majority of those sending messages there are new please there are people just entering into the cleaning of the and no little or nothing about the cleaning world see let me tell you something um cleaning goes beyond just the regular I want to clean I can clean and all of that see you are a professional and for you to stand as a professional in the industry there are certain things that you should do and there are certain things that you should know right yes exactly we have a whole lot of things that you are expected to know as a professional cleaning outfit but then amongst everything eh there's one I really want to share with you which is the invoicing so let me tell you something that so many things you would have done before you now arrive at you know sending an invoice and see most people don't even know how to prepare our cleaning invoice talk more of you know sending a cleaning invoice some people will just send you Account Details please in this 21st century right why should you be sending an account number to your prospect where are your terms and conditions where are the details of the cleaning what if the customer comes and tell you oh no I am sorry um I actually asked for this after that and you are doing this how do you defend that what if a customer says oh I told you I was going to deep clean I told you I wanted deep cleaning so how come you're not you know washing my sofa you're not washing my carpet you are not washing my compound and stuff like that how do you defend that what if your customer comes and tell you after making payment please refund my money I am no longer interested in the cleaning or no I am traveling or something how do you go about that okay now so what if a customer after on arrival at a customer's location and then the customer comes and say oh sorry I quickly went out I am not around how do you do that or what if during cleaning you know Nepal takes flight or you even get to a site and you discover the there is no light or water on that side please how do you want to do that so this is why you need to always send your invoice and let me tell you something it is not all about sending an invoice that has to you know that will contain uh your clients details the the service you are rendering and that you cannot stop at that right you need to go as far as you know put it in your terms and condition you get so now I am going to be sharing with you a sample of a quotation this is a sample of an invoice right so this is practically what your invoice should contain number one you should have your um concrete logo you know either others outside or on the left hand side and also you should have your company's address your your your company's address the uh maybe your email address your website and the phone number that they can always reach you out and also it should contain your clients details which is that one you should contain your clients detail that build to so so either Mr Ayo Mrs winter Mrs uh Becky just name it anyone Madame Benny you know you can address it too by the name of the person then the address they address has to be on your invoice and also an important one is the phone number right and the address or phone number and maybe the email address of your client you should also include it in your invoice then you not come to the you know um description item description the quantity of the service the price if the if you're going to be offering a discount you should also set it there and the total sum right so now under the items system which is yeah that is where you list out the service you are rendering for example you are rendering an upholstery service right you are rendering a fumigation service you are rendering a deep cleaning service please ensure to include it there if you are doing an upholstery service please how many Sita are you working on you have to put it in the quantity then you now come to the price you have to set the price here and also if you are going to be offering a discount on it for example this is so that for subsequent work right also subsequently your client does not come back and say but I did this service at Social rate not knowing that you actually discounted it the other time this is why you should include it and say if you are offering a discount you should put it there put the exact figure there under the discount you know put the discounted rate okay maybe you are discounting 5 000 then you set the 5 000 error in your discounts then automatically it's gonna total it to the amount you see this process if it is just one service you are rendering you put it there it is multiple of services please ensure to also include it then you go ahead and total the service once you are done then please another one you should include in your um another very important thing to include which is your terms and condition number one in this place I certain shall be at your location your site just anyone that invested use what they are doing shall be at your location on the social dates at the social time right you have to stay go and find saying please note that you are expected to provide water and electricity see this very one is very tricky because I have seen lots of cases I have experiencing a whole lot of questions however you go to client's location and the next thing they'll start telling you is um why did you not come with your generator why is there no light why are you working manually why are you not using the machine whereas they did not provide the light so if you are stated in your invoice right before they even proceed to make payment you would have stated it there that please you are expected to provide that since the client is expected to provide water and electricity so that when you get to that site and they eventually do not provide water and electricity do you know what will happen you are automatically you know removed your concept from that question and answer nobody is going to come and question you that and why are you not using the machine or why you know you see or where is where is your generator because you already know that even before they are proceeded in making payments you have stated it already that they have to provide water and electricity right so number three you need to also let them know that they are expected to pay certain amounts if you are going to a collecting 70 percent of the uh of the um exact of the total sum then please go ahead to say if you're going to be collecting the whole of the 100 please go ahead and say kindly make payments on so so so amount maybe a hundred thousand you are expected to say the contract sum which is all you're expected to say please kindly make payments of a hundred thousand they are being the contract sum uh for it or you say uh please you are expected to pay the uh 80 or 70 kindly pay the balance uh immediately after the job is completed maybe 30 percent maybe 20 you have to make sure you set it in your invoice okay you are expected to let them know that if they are not able to inspect immediately after you finish doing your work they should ensure to inspect at least maybe 12 hours maybe 24 hours maybe two maybe 48 Hours you are expected to let them know so that if they do not expect that property during that time immediately once it's past 48 24 or 12 hours they automatically know that they cannot call you back to come and revisit that up see I have seen cases whereby after cleaning some clients will come and tell you two weeks after my house is dirty I notice something exactly in my house they did not do it excuse me am I supposed to come back after two weeks to come and clean your house am I supposed to come back after one week to come and retouch your window it is not possible even a house I am staying in even in my own house once I finish cleaning see the next minute you go and come back you touch that same surface you see dust on it so why would somebody come and tell you that your inning is not professional after two weeks or after a week that is totally unacceptable so you should make them know that total time maybe 12 15 20 25 hours 48 hours after that time elapses no more coming back you are not coming back to revisit it it should also let them know in the invoice shall not work not mentioned eh at the time when they were giving you the job maybe during negotiation or during site visit or when you were doing quotation they did not give you you know those information for example they call you for a deep cleaning and then I eventually say after all on arrival then that's it and please I want to also do this chain all please add this chair to it you people should wash it all you people should do see you are not expected to do such work if at all if that kind of thing arises you are expected to let your clients know that please addition that is why you need to always include it in your invoice that additional work not mentioned at the time where you were preparing this code such work shall be considered as an extra work an appropriate fee for that job is going to be charged yes you have to charge them for that extra fee it is very very important another thing you should also do is you should also let them know that if for adventure they decide to you know reschedule or cancel the job for example you have seen so many people after scheduling for a job they come and tell you oh sorry I have canceled or sorry I have gone out oh sorry I am not in the country and stuff like that trust me then you are supposed to have given us lots to another person that needs it so another clients right so now they have taken that that particular Sport and at the end of the day they are saying you should reform there please you are expected to always put a class for your refund policy you are supposed to have a refund policy in the sense that and once it kind of tells you and can you reform those payments kindly refund the maybe The Upfront they are paid they are no longer doing the service or they are no longer interested in service or because of one reason or the other place they should always be a clause that is you should always say set it in the in the invoice so that they will not beforehand that if they decide to you know reschedule or they decide to cancel like there's going to be a certain fee for cancellation fee this cancellation fee is very very important trust me once a client sees that you are going to they are going to be paying social amount for cancellation fee trust me most of them will not want to cancel some of them will in fact it is very important to have a cancellation fee sometimes you can tell them maybe you are going to be taking social percentage of the money then you refund the rest you can settle there that you do not refund payments you can only reschedule for another date that is they can only tell you oh okay can we schedule for another date yes you can say that or you can tell them that for cancellation you have certain percentage you are taking for cancellation fee very very important then you can also think of any other thing that that best suits your business because trust me sometimes can be funny so you should always think outside the box right you can include any other one that suits you inside this my invoice you can include it there very important you put where they are going to sign you have to sign that your invoice trust me even if you are sending the invoice via the email address via Instagram via WhatsApp via any means right any means at all you do not necessarily need to get print and add copy and take it to your clients no you don't need an ad copy you can always prepare an invoice on your phone on your mobile device you can always do that after doing so you make sure you have your signature are on your invoice yes it is very very important you can there's a there's a way you can you know you can sign your signature and put it on your phone such that you just program it on your invoice for every time you are making an invoice you are your signature is automatically appearing on your invoice you get so you put in your invoice and you put a space whereby your client can also sign that invoice see trust me if you do so even if they come and say whatever they want to say trust me you are not going to be held responsible for anything because you are giving them all of your terms and conditions and also gone as far as you know stating your policies and everything they have seen it before proceeding to make payment so there's no there's definitely no way there's going to be an argument absolutely no way right so after doing all of this they see the signature part and that is it they are saying so trust me even if they decide to sign or not trust me if they decide to sign this invoice or not hey the invoice can be can be turned out legally anywhere because they are seeing where you have signed and the soil is a space where they are also supposed to sign so the fact that they went as far as making payments even without signing that invoice it means that they have seen they have read all of your policies right and they are okay with it which is why they went as far as making payments and trust me you should always include your um Account Details In Your invoice right also very important some place you can add anyone that best suits your business I can mention you can add any other one that you want in your invoice ensure to click on the Subscribe button like share and tell somebody that is also into the cleaning industry or somebody that wants to learn about invoicing to also click to also follow our page so guys um thank you so so much please leave a comment in the comment section and tag everybody tag all of your family members tag anyone you know in the cleaning industry to also come and see this thank you so much and see you all in my next video bye