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Solutions / Cleaning Company Invoicing Software

Cleaning company invoicing software that turns signed-off jobs into one invoice

Pull every signed-off visit for a client onto one invoice with no re-typing. Invoices lock once raised so the audit trail stays intact, and a public share link lets the client view it without a login. Quotes, purchases and margins live in the same place.

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Xota Xota
Quotes
Invoices
Purchases
J
Uninvoiced bookings
137
Outstanding
£38,019.74
Paid this month
2026W14
Cityline Offices
Due 13 May
£3,031.02
2026W13
Harbour Health Services
Due 06 May
£3,155.46
2026W10 Overdue
Northbridge Housing
Due 15 Apr
£3,398.77

Cleaning company invoicing software rolls every signed-off cleaning visit for a client onto one invoice, without anyone re-typing hours or prices from a spreadsheet. Xota builds each invoice line straight from a real signed-off booking, locks the invoice once it is raised to preserve the audit trail, and shares it with the client through a public link that needs no login.

01 · NO RE-TYPING

Cleaning company invoicing software that fills itself from the schedule

Open a new invoice for a client and pull in their Available Bookings, every signed-off visit waiting to be billed. Each one drops in as a line with the date, the task, the team member, the time on site and the price already filled in. Photos and notes from the booking carry through too, so the client sees the evidence, not just a total.

  • Draft → Sent → Paid / Void invoice lifecycle
  • Pull multiple signed-off bookings onto one invoice in a few clicks
  • Each line carries the booking’s date, task, team member and photos
  • VAT calculated automatically on the invoice total
One booking, one invoice line. No spreadsheet in between.
Invoice 2026W14 Sent
Cityline Offices
Issued
13 Apr 2026
Due
13 May 2026
Total
£3,031.02
Items
Available bookings (12)
Apr 15
General Clean · Cityline HQ
Taylor · 2h 30m · “Comp completed, incorrect key…”
3 photos
£112.50
Apr 15
Compliance Check · Cityline Annex
Morgan · 2h · “Clean & comp”
2 photos
£90.00
Apr 16
Deep Clean · Cityline HQ
Alex · 3h · “Completed including the EML”
4 photos
£135.00
24 items · VAT 20%
Net £2,525.85 + VAT £505.17
Total
£3,031.02
02 · LOCKED AUDIT TRAIL

Raised invoices lock. Nothing gets quietly edited afterwards

The moment an invoice is raised, its bookings and line items lock. Nobody can go back and change a task, a price or a photo on a booking that has already been billed. If something genuinely needs correcting, it happens through a new line or a credit, never a silent edit, so what the client was invoiced for always matches what actually happened on site.

  • Bookings lock once pulled onto a raised invoice
  • Outstanding, paid and overdue totals visible on one dashboard
  • Every invoice traces back to the exact signed-off booking it was built from
  • Draft → Sent → Paid / Void status, tracked on every invoice
Invoice 2026W10 Locked
Northbridge Housing
Raised
15 Apr 2026
Raised by
Juliette
Bookings
9 locked
Invoice raised
9 signed-off bookings pulled in · 15 Apr, 09:14
Juliette
Bookings locked
Task, price and photos on all 9 bookings now fixed
Locked
Sent to client
Emailed & public link opened · 15 Apr, 09:20
Overdue
03 · QUOTES & SHAREABLE LINKS

Win the work with a quote, invoice it the same way

Build a quote with one-off and recurring line items, generate it as a PDF, and send it by email or share the public link, no login needed. The client accepts with an e-signature on their phone. A won quote converts straight to a project, and invoices for that client share the same kind of public link once the work is signed off and billed.

  • Quotes generate as a PDF, with one-off and recurring lines
  • Public link for quotes and invoices, the client views it with no account required
  • Client accepts a quote with an e-signature on any device
  • Won quotes convert straight into a project, ready to schedule
Quote Q-0148 Won
Cityline Offices
Issued
12 Apr 2026
Valid until
12 May 2026
Signed by
Amy Brooks
Monthly deep clean · 8 hours
One-off £2,400
Weekly office clean · every Mon
Recurring £800 / mo
One-off total
£2,400
Recurring
£800 / month
Client signature
Amy Brooks
Accepted 14 Apr, 09:22
IP 82.24.18.113
04 · PURCHASES & MARGIN

See what a contract costs to run, not just what it bills

Raise purchase orders against suppliers and allocate the cost to a project or to stock. Xota rolls cost and sale price up by project so you can see, next to every invoice you send, whether the contract behind it is actually profitable.

  • Purchase orders allocated to a project or held as stock
  • Cost vs sale vs margin, rolled up per project
  • Margin badges flag any contract slipping under threshold
  • Supplier records with contact, terms and purchase history
Purchase report · April
By project
Total cost
£4,820
Total sale
£7,640
Margin
Project Cost Sale Margin %
Cityline HQ
£1,240
£2,100
£860
41%
Northbridge Block B
£1,620
£2,200
£580
26%
Weston Hall
£1,000
£1,150
£150
13%

Public links, no login

Quotes and invoices share via a link the client can open on any device. No portal account required to view one.

Locked once raised

Raising an invoice locks the bookings behind it, so the record the client was billed against can’t drift.

Reports, ready as a PDF

Pull invoicing, purchases and margin into a report and export it as a PDF whenever a client or your accountant asks for one.

Why cleaning admins stop dreading invoice day

One invoice, many visits

Every signed-off booking for a client in one invoice run. No copying figures out of the schedule by hand.

Every line is evidence

Invoice lines are signed-off bookings with photos and notes attached, so disputes over what happened are rare.

Margin, not just billing

Cost, sale and margin rolled up per project, so you know a contract is worth keeping before renewal comes round.

Cleaning company invoicing software, answered

What is cleaning company invoicing software?

Cleaning company invoicing software rolls signed-off cleaning visits for a client onto one invoice, without anyone re-typing hours or prices from a spreadsheet. Xota builds each invoice line straight from a real signed-off booking, locks the invoice once it is raised to preserve the audit trail, and shares it with the client through a public link that needs no login.

How does Xota turn bookings into an invoice?

Open a new invoice for a client and pull in their available signed-off bookings from the Available Bookings tab. Each one lands as an invoice line with its date, task, team member and price already filled in. Add as many bookings as you like, then raise the invoice. There is no manual line entry for work that is already on the schedule.

Can clients view an invoice without logging in?

Yes. Every invoice has a public share link that opens without a login, so you can email or message it straight to a client or their accounts team. The same applies to quotes. Clients with a full client-portal login can also see their invoices listed alongside their projects and bookings.

Do invoices lock once they are raised?

Yes. Once an invoice is raised, it locks so the underlying bookings and line items cannot be quietly edited later. That keeps the audit trail intact between what was actually delivered on site, what was signed off, and what the client was invoiced for.

Does Xota integrate with Xero, QuickBooks or Sage?

Not as a direct, built-in sync today. Invoicing, quotes, purchases and margin reporting all run inside Xota, and a public REST API is available for teams who want to build their own connection into an accounts package. Direct accounting integrations are on the roadmap.

Can I send a client a quote before I invoice them?

Yes. Build a quote with one-off and recurring line items, generate it as a PDF, and share it by email or public link for the client to accept with an e-signature on their phone. A won quote converts straight into a project, ready for scheduling and, eventually, invoicing.

Explore the rest of Xota
Finance
Quotes, invoicing, purchases, margin
Cleaning Company Client App
Client portal & shareable links
Cleaning Company Payroll Software
Hours to payroll, automatically
Commercial Cleaning Software
Built for UK contract cleaners
Pricing
Per employee, per month

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