FREE CLEANING WORK ORDER TEMPLATE
Free cleaning work order template — the visit sheet the crew takes to the home
A cleaning work order in Word and PDF, filled in for a recurring house clean: the home, the schedule, how to get in, rooms and add-ons on their own lines, supplies, time in and out — every line explained, with the invoice it rolls into.
Word and PDF · Free · No email, no sign-up
The short answer
A cleaning work order is the sheet for one visit: whose home, which visit, how to get in, exactly what's being cleaned and what's not, by whom, and when the crew arrived and left. It needs a work order number and date, the schedule, the customer and the home with access and alarm notes, the crew, the clean and each add-on on its own line, what's not on this visit, the supplies, and a completion block: time in and out, the add-ons done, anything to tell the office.
It sits between the booking and the invoice. For a recurring customer the month's invoice is the stack of completed visit sheets — one line per visit with its date, each add-on with the date it was done — so when the work order says what was on the visit, the invoice bills exactly that and nobody argues in week four.
Write it for the cleaner who's never been to the house. “Key in the lockbox by the side door, alarm off on cleaning days, indoor cat, unscented products in the bedrooms, customer's own vacuum in the hall closet” gets the visit done the way it was sold. “Standard clean” gets a text from the porch.
FREE TEMPLATE · WORD AND PDF
The cleaning work order template, filled in
Below is the template filled in for Brightline Home Cleaning, a fictional cleaning business — the same one whose invoice our cleaning invoice template draws, so you can see the month's invoice is written from visit sheets like this one, visit by visit. The download is the same work order with [bracketed] lines to replace — free, no email address, no sign-up.
Example · fictional business
Brightline Home Cleaning Raleigh, NC (919) 555-0167 · book@brightline.example | WORK ORDER |
Customer The Okafor family 118 Glenwood Ave Raleigh, NC (919) 555-0177 · at work · text when done | The home 3 bed / 2 bath, about 2,000 sq ft, two floors Key in the lockbox by the side door · alarm off on cleaning days One cat (Pepper) — indoor, keep the doors closed · customer's own vacuum in the hall closet · unscented products in the bedrooms |
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Standard clean — Sep 16 Recurring, every two weeks | 1 | $180.00 | $180.00 |
| Inside the oven — Sep 16 | 1 | $30.00 | $30.00 |
| Subtotal | $210.00 | ||
| Sales tax (if your state taxes cleaning) | $0.00 | ||
| Total | $210.00 | ||
| To collect at the door | Nothing — on the monthly invoice | ||
Work requested
Standard clean, all rooms: kitchen (counters, sink, stovetop, outside of appliances, floor), both bathrooms (shower, tub, toilet, mirrors, floor), bedrooms and living areas (dust, surfaces, floors, make the beds with the fresh linen left out), empty the bins. Add-on this visit: inside the oven.
Not on this visit — quote separately
Inside the fridge (booked for Sep 30), interior windows, laundry, the garage, anything above arm's reach. If the customer asks on the day, say yes to small things and write them here for the invoice.
Supplies
Our kit plus the customer's vacuum. Oven cleaner and gloves for the add-on. Unscented products upstairs.
Completion
Time in ______ · Time out ______ · Cleaners ______ · Oven done ☐ · Linen changed ☐ · Doors shut and alarm back on ☐ · Anything for the office: ______
Every figure on the example is an example, not a price guide. The Word file is a standard .docx you can edit in Word, Google Docs or any app that opens Word documents; the PDF prints as-is for a clipboard. Prices are optional on a work order — leave the money columns blank on an internal one.
The quote before, the invoice after
Start your cleaning website — quotes and invoices are built in
Add your business name and your town, and Zarla builds your cleaning website from this one line. The same dashboard sends the quote this work order comes from and the invoice it turns into — Zarla doesn't make work orders, so the template above fills the gap between them.
Already have a website? Bring it across →Zarla keeps your old page addresses where it can and redirects the ones that change, helping you keep the Google standing you've built.
LINE BY LINE
What goes on a cleaning work order
Every line on the template, in order, and what to write on it.
| The line | What to put there |
|---|---|
| The words Work Order | At the top, so nobody files it as a quote or pays it as an invoice. If you call it a visit sheet or a job sheet, that works too — same document. |
| Your business details | Business name, phone and email. The customer keeps a copy when they ask for one, and the crew calls the number on it. |
| Work order number, date and the schedule | A number that never repeats, the date you wrote it, and the standing schedule — weekly, every two weeks, monthly — so the sheet says which visit this is. |
| Scheduled, and assigned to | The date and the arrival window, and the cleaner or team. A visit with names on it gets done; one without gets handed around. |
| Customer, and the home | Who the home belongs to and how to reach them on the day; the size — bedrooms, bathrooms, square feet, floors; how to get in and the alarm; pets, preferences and the customer's own equipment. |
| The clean and each add-on, with the date | The visit's clean on one line with the rooms it covers, each add-on on its own line with the date — the same words as the quote. The invoice copies these lines, so the dates matter. |
| Totals, and what to collect | The visit's total, tax where your state charges it on cleaning, and whether anything is collected at the door — for recurring customers usually nothing, it's on the monthly invoice. In the US, whether sales tax applies to your work — and whether it falls on the materials, the labor, both or neither — depends on your state, so keep materials and labor on separate lines and check your state's revenue department or your accountant. Outside the US: a GST-registered business in Australia or New Zealand and a VAT-registered business in the UK or EU show consumers prices that include the GST or VAT, and show the tax on the invoice the same way. Confirm the details with your accountant. |
| Work requested, and what's not on this visit | The clean room by room, and the list of things that aren't part of today — the fridge booked for next time, windows, the garage — so the crew says yes to small extras and writes them down instead of doing them for free. |
| Supplies, and completion | What to bring and what the customer provides; then time in, time out, who cleaned, the add-ons done, the doors and alarm checked, and anything the office should know. |
STEP BY STEP
How to write a cleaning work order
Two minutes per visit, from the quote and the last sheet.
Start from the quote and the schedule
Copy the customer, the home and the clean's lines from the accepted quote; add the standing schedule. For a recurring home, last visit's sheet is the template for this one.
Number it and schedule it
The next work order number, today's date, the visit date and arrival window, the team. Put the customer's phone where the crew will see it.
Write the home like a stranger will clean it
How to get in and the alarm, pets, product preferences, where the customer's vacuum is, what not to touch. Everything the person who did the walk-through knows and the crew doesn't.
List the clean and the add-ons with dates
The clean on one line with the rooms, each add-on on its own line with today's date. Add the not-on-this-visit list, so an extra asked for on the day gets written down for the invoice.
Confirm the visit with the customer
The date, the arrival window and who's coming, in one text the day before, with a copy of the sheet if they'd like one. It's the message that stops the locked door.
Close it out, then invoice from it
The crew writes time in and out, ticks the add-ons, notes anything added on the day. At month end the invoice is the completed sheets — one line per visit with its date.
What a cleaning work order carries that a generic one doesn't
How to get in, and the alarm. Key, lockbox, door code, which door, whether the alarm is off on cleaning days and what to do if it isn't. It's the line that stops the crew standing on a porch at 9 am while the customer sits in a meeting.
The standing schedule, on every sheet. Weekly, every two weeks, monthly — and the date of this visit. A recurring customer's invoice is one line per visit with its date, so every sheet carries the date the invoice will copy.
Add-ons with dates, written where the crew works. Inside the oven on the 16th, inside the fridge on the 30th. The add-on written on the sheet with its date is the add-on that reaches the invoice; the one the customer mentioned at the door and nobody wrote down is a free oven. Hand every new client the house cleaning checklist with the quote, and the visit, the sheet and the bill match line for line.
Time in and time out. Even on a per-visit price, the hours tell you whether the price is right — a 3 / 2 that takes four hours every time is underpriced — and they're the record if a customer asks what the crew did for three hours.
Supplies and preferences. Whose vacuum, which products, what not to use upstairs, what not to touch. The customer told you at the walk-through; the sheet is how the crew hears it.
Tax depends on the state. In the US, some states charge sales tax on cleaning services and many don't, and some treat office cleaning differently from homes — check your state's revenue department before the sheet carries a tax line. Outside the US, a GST-registered business in Australia or New Zealand and a VAT-registered business in the UK or EU show consumers prices that include the GST or VAT. Confirm the details with your accountant.
Quote it and bill it from Zarla; the cleaning work order is the template above
Zarla doesn't make work orders. It makes the two documents either side of one — and if you send those from Zarla, the cleaning work order is a two-minute job.
If your cleaning website is on Zarla, the quoting tool sends the quote as a link: your customer picks an option, ticks any extras and accepts it online by typing their name, and Zarla drafts the invoice for exactly what they chose, with any deposit you asked for. Print or open the accepted quote and you have the work order's scope, line for line — copy it into the template above, add the schedule, the site notes and the crew, and that's the sheet for the day. When the work is done, the invoice is already drafted from the same lines; add anything the customer added on the day, and send it. On a paid plan, with your Stripe account connected, the invoice carries a pay-now button, so the customer can pay by card the day the work is done.
Want to see the website first? Browse cleaning website templates or see how Zarla builds cleaning websites. Still setting up? Read how to start a cleaning business and write your cleaning business plan; for the going rates, see how much to charge for house cleaning; to fill the calendar, how cleaning companies get found on Google.
The whole paper trail for a cleaning job: the cleaning price list template → the cleaning estimate template, then how to write a quote → this work order → the cleaning invoice template → how to write a receipt. For any other trade, the free work order template has the same sheet with a painting job as the example, plus a maintenance work order for property and facilities work.
Cleaning work orders: common questions
The sheet for one cleaning visit: whose home, which visit on the schedule, how to get in, exactly what's being cleaned and what isn't, who's cleaning, and when they arrived and left. Cleaning businesses also call it a visit sheet or a job sheet. For a recurring customer the month's invoice is written from the completed sheets.
The words Work Order; your business details; a work order number, date and the standing schedule; the visit date, the arrival window and the team; the customer and the home with its size, how to get in, the alarm, pets and preferences; the clean and each add-on on its own line with the date; what's not on this visit; the supplies; and a completion block — time in and out, who cleaned, the add-ons done, doors and alarm checked, anything for the office.
A work order is one visit, written before it, for the crew. An invoice is the bill, written after — for a recurring customer, once a month, with one line per visit and its date and each add-on with the date it was done. The invoice on our cleaning invoice template is written from the visit sheets on this page: the Sep 16 visit here is one of its three lines.
One per visit, yes — it's two minutes from the last one, and it's what makes the monthly invoice match what was done. The sheet carries the date, the add-ons for that day and anything the customer asked for at the door; without it the invoice is written from memory in week four.
If the customer gets a copy, yes — the visit and each add-on at the quoted price, and whether anything is collected at the door. For a recurring customer billed monthly, nothing is, and the sheet says so. On an internal sheet for the crew, leave the money columns blank.
Yes — job sheet, visit sheet and work order are the same document in different businesses. The template on this page works as any of them.
Yes. The cleaning work order template downloads free as a Word document and a PDF — no email address, no sign-up. Edit the Word file in Word, Google Docs or any app that opens Word documents, or print the PDF and fill it in by hand. There's no Excel version; a work order is mostly words, and Word keeps the lines readable on a phone.
No. Zarla sends the quote before the job and the invoice after it, from the same dashboard as your cleaning website: your customer accepts the quote online, Zarla drafts the invoice for exactly what they chose, with any deposit you asked for, and you send it when the work is done. The work order in between is this template — copy the accepted quote's lines into it, add the schedule and the site notes, and it's ready for the crew.
Book it, clean it, bill it — from your own cleaning website
Add your business name and your town, and Zarla builds your cleaning website from that one line — with quotes, invoices and receipts in the same dashboard. The visit sheet in between is the free template above.
Already have a website? Bring it across →Zarla keeps your old page addresses where it can and redirects the ones that change, helping you keep the Google standing you've built.