Good records help a cleaning business answer client questions, follow up on unpaid invoices and prepare its accounts. Keep the workflow simple enough that every job produces a consistent paper trail.
Build a job-to-invoice process
- Record the client, site, service date and agreed scope when a job is booked.
- Keep the approved quotation, purchase order or contract with the job record.
- After service, record completion, any exceptions and the client contact who confirmed the work.
- Issue the appropriate electronic tax invoice through an eTIMS solution that suits your business.
- Match the invoice to the payment and retain the supporting records.
KRA’s current eTIMS information describes the available solutions and onboarding support. Check that official guidance for your circumstances; system options and tax rules can change. Do not treat this article as tax advice.
What to reconcile each week
- Invoices issued and invoices still awaiting payment.
- Payments received against the right client and job.
- Supplies, transport, wages and equipment costs with supporting documents.
- Credit notes or corrections, linked to the original transaction.
Protect the records
Limit access to client and staff information, back up records and keep a consistent naming convention. Review the unpaid-invoice list weekly and send polite, documented reminders according to the agreed payment terms. If you use a spreadsheet, protect formula cells and make a dated backup before major changes.
A clear process reduces missed invoices and gives you better information for pricing the next contract. Confirm record-retention and tax obligations with KRA or a qualified tax adviser.
