Window Cleaning Invoice Template - Canada

If you're registered for GST/HST with the Canada Revenue Agency, you must charge the applicable tax on your window cleaning invoice—HST in most provinces (13–15%, depending on location) or GST plus provincial PST in Alberta, BC, Manitoba, and Saskatchewan. Businesses earning less than $30,000 annually are not required to register, and you can choose not to register if earning between $30,000–$60,000. Once registered, you must collect and remit this tax to the CRA. Include the tax rate clearly on your invoice and calculate it on the subtotal before issuing the final amount due.

Breaking down services into separate line items helps clients understand their charges and justifies your pricing. Typical items include exterior window cleaning, interior window cleaning, screen cleaning and reinstallation, window sill and frame cleaning, pressure washing for glass doors, and specialty services like skylight cleaning. Some window cleaners add separate line items for travel fees or hazard premiums for high-access work. Listing services separately also allows clients to add or remove services as needed and makes future quotes easier to compare. This approach demonstrates professionalism and transparency, which builds trust with both residential and commercial clients.

Most residential window cleaning invoices are due within 7–14 days of completion. For commercial accounts or large multi-building contracts, many window cleaners require a deposit of 25–50% upfront with the balance due within 30 days. Seasonal or recurring monthly cleanings often include a deposit to secure scheduling. Net 30 is standard for commercial clients, though you can specify Net 15 or require immediate payment. Clearly state your payment terms and preferred payment methods (e-transfer, credit card, bank transfer) on every invoice to ensure faster payment and reduce collection issues.

Yes, significantly. Residential invoices are typically simpler with fewer line items and smaller totals, issued after service completion. Commercial invoices should include more detail, reference purchase order numbers if provided, and often list multiple locations or service dates. Commercial clients frequently require invoices formatted to their specifications and typically use net payment terms (30–90 days). Include your HST/GST registration number prominently on commercial invoices. Consider itemizing labor and materials separately on larger contracts. Maintaining separate accounting for residential and commercial billing also helps you analyze profitability by client type and adjust pricing accordingly.

Yes—it's standard practice in the Canadian window cleaning industry and protects your business. For commercial jobs, high-rise work, skylight cleaning, or seasonal deep cleans, requesting 25–50% of the project cost upfront is reasonable. The deposit should be clearly noted on your quote as 'Deposit Due Upon Booking' with the remaining balance due upon completion. You can deduct the deposit from the final invoice or issue a separate final invoice for the remainder. Document the deposit agreement in writing—through email or your invoice template—to prevent disputes. For regular residential clients, deposits may not be necessary unless the job involves specialized services or distant travel.

To comply with Canada Revenue Agency requirements, include your business name and address, the client's name and address with postal code, an invoice number and date, a detailed service description, quantity and rate per service, subtotal, GST/HST amount and rate (if applicable), total due, and payment terms. If registered for GST/HST, display your 15-digit HST registration number. For invoices over $500 or commercial clients, include your business number or incorporation details. Retain all invoice copies for at least six years for potential CRA audits. Digital and paper invoices are equally acceptable as long as GST/HST is separately calculated and clearly stated.

For monthly or quarterly recurring services, issue a standing invoice on a fixed schedule with consistent rates outlined in a signed contract. Automated invoicing software can email recurring invoices automatically, improving cash flow. For seasonal contracts—spring deep cleaning, winter prep, etc.—issue invoices after each service visit with clear dates or service periods. If rates vary seasonally, state this explicitly in your contract or on the invoice. Recording recurring invoices helps you forecast annual income and identify your most profitable clients. Consider offering a small discount for signed annual recurring contracts, which improves cash flow predictability and strengthens client relationships.

Yes. Pressure washing glass doors, storefronts, or building facades deserves its own line item because it requires specialized equipment, commands higher rates ($25–50+ per job), and carries more liability than standard window cleaning. Clearly itemize it as 'Pressure Washing – Entrance Glass Doors' so clients understand the charge and can compare your pricing with competitors. If you offer protective coatings or frame restoration, invoice these as separate services as well. This approach helps you track which services are most profitable and allows clients to select individual services without the full package. Clearly state whether pressure washing includes cleanup or if debris disposal has an additional cost.