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Window cleaning invoices: how Roundly makes them

This is what a UK window cleaning invoice should show, on a worked example. Roundly makes one for a visit or for a month, and you choose when it goes.

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An illustration for a cleaner who is not VAT registered, with a made-up customer. It follows the words and order of the invoice Roundly makes, not its exact look. The numbers match the list below.

What each part is for

GOV.UK says your invoice must include these. Under each, we say what Roundly adds on top. The numbers are on the example above.

  1. A unique invoice number, and the dateGOV.UK asks for: a unique identification number and the date of the invoice.Roundly adds: numbers that only go up, starting from a prefix you choose. The date you did the job is on the job line (4).
  2. Your name, address and contact detailsGOV.UK asks for: your name, address and contact information. A sole trader also gives their own name and any business name. With a business name, add an address where legal papers can reach you.Roundly adds: your business name, then the address and phone or email you set up. It does not add your own name by itself, so as a sole trader put it in your business name or address.
  3. Your customer's name and addressGOV.UK asks for: who the invoice is for.Roundly adds: the details from the customer's page. "Invoice to" can name someone else, such as their accounts team.
  4. What you did, the day you did it and what it costsGOV.UK asks for: a clear description, the date of the job and the amount.Roundly adds: one line for each visit, with its day. An extra on a visit gets its own line.
  5. The total they oweGOV.UK asks for: the total owed, and the VAT amount if you charge VAT.Roundly adds: if you switch on Charge VAT, your VAT number and a line saying how much of the total is VAT. See the VAT note below.
  6. When they must pay, and howGOV.UK asks for: when the customer must pay you.Roundly adds: a pay-by date, your bank details and the invoice number as the payment reference, so you can match the payment. GOV.UK does not ask for the bank details or the reference.

Source: GOV.UK, Invoicing and taking payment from customers, Charge, reclaim and record VAT and VAT Notice 700 (paragraphs 16.3 and 16.6.1), read on 26 October 2026. Check GOV.UK or your accountant for your own case.

If you are VAT registered

HMRC's rules for VAT invoices go further than the list above. For a sale of £250 or less, HMRC allows a simplified VAT invoice, if your customer agrees: your name, address and VAT number, the time of supply, a description, the total including VAT and the VAT rate. Roundly's invoice shows those details. Above £250, which a monthly invoice can be, HMRC asks for a full VAT invoice, including each amount without VAT. Roundly shows prices with VAT included and a line for the VAT in the total, not each line without VAT. Check the layout with your accountant before you rely on it for a VAT customer.

Prefer to type your own? A template for a cleaner who is not VAT registered

The same layout as plain text, to copy into a message or a document. It is for a cleaner who is not VAT registered, so it has no VAT line. Swap the made-up details for yours. If you charge VAT, see the VAT note above before you use it.

INVOICE BSW-0014
Date: Mon 26 Oct 2026
Pay by: Mon 9 Nov 2026

From: Brightside Windows (Sam Patel, sole trader)
4 Sample Road, London E17 2ZZ · 07700 900123

To: Jan Rowan, 51 Sample Road, London E17 2ZZ

Job: Windows, done Tue 20 Oct 2026
Amount: £25.00
Total to pay: £25.00

Pay by bank: sort code 12-34-56, account 12345678
Reference: BSW-0014

Make one for a visit

Switch invoices on once (below). After that, this is how an invoice for one visit goes.

1Mark it doneIn the Diary or on Today
2Tap InvoiceOn the done visit
3Check itExactly what they will see
4Tap Send PDFRoundly numbers the invoice and makes the PDF
5Share itSend PDF now opens the share menu: WhatsApp, Messages or Mail
6Tap I've sent itSo Roundly knows it went
Invoicing a shop or an office?One invoice for a whole monthSee one invoice a month

What you see when you tap Invoice

The invoice, as your customer will see it, with a lemon Send PDF button over it. Under it: Email it from Roundly, Download PDF, and, folded away, Send a link instead.

Send PDF makes the invoice and its PDF first. A second button, Send PDF now, then opens your phone's share menu. Pick WhatsApp, Messages or Mail, then who it goes to. The share menu can't fill in who it is for, so Roundly copies the customer's number when you tap, ready to paste.

Sharing alone does not mark it sent. After you share, Roundly asks "Did it go to Jan Rowan?" Tap I've sent it. Tap Not yet and it waits, made but not sent, under More, Invoices.

If no payment is recorded for the visit, Roundly asks "Already paid?" first. It helps you avoid billing money you have already collected, but it only knows what you tell it: say they paid cash or by bank and it marks the visit paid instead.

Email it from Roundly sends your customer a link to the invoice, not the PDF. It needs Quotes by email switched on in Extra features, and an email address on the customer's page. With Send PDF you choose who gets it yourself, in the share menu.

On a computer with no share menu, Send PDF saves the file to attach to an email.

Drawn from the app's kit with a made-up customer. Not a screenshot.

Or one invoice a month

For a shop or an office you clean every week or fortnight, send one invoice for the month instead of one for each visit.

  • On the customer's page, under Invoices, choose Once a month.
  • Each month with finished, priced visits not yet invoiced shows, with Send.
  • The invoice lists those visits, up to 31 on one invoice. Each visit has a line for the job, and each extra on it has its own line.
  • The month is closed as soon as its invoice is made, not when it is sent. The visits on it are then fixed: to change one, cancel the invoice first.
  • A visit done later in a closed month goes on the next month that is still open, which is not always the month straight after.
  • "Invoice to" sends it to their accounts team instead, with an order number if they use one. That sets who Email it from Roundly writes to. With Send PDF you still choose who gets it in the share menu.

You can also start an invoice any time from More, Invoices, New invoice: pick the customer and tick the jobs.

Drawn from the app's kit with a made-up customer. Not a screenshot.

Switch it on in Extra features

Invoices are off until you switch them on. Only the owner can make and send them, and you need a signal. Roundly will not make an invoice until it has your business address and your bank details.

  • Tap More, Invoices, then Set up invoices. It opens the Invoices switch.
  • Add your business address, a phone or email, your logo if you have one, how many days customers have to pay, and how your invoice numbers start.
  • Your bank details come from Your business.
  • VAT is off. Only if you are VAT registered, tick Charge VAT and add your VAT number.
  • Tap Save invoice details. It turns to Saved. Then tap See how it looks to see your details on a made-up customer. Nothing is sent.
Drawn from the app's kit with made-up details. Not a screenshot.

You choose when it goes

  • Nothing leaves Roundly until you tap.
  • Make it now and send it later. It waits in More, Invoices.
  • When all of it is paid, the invoice says PAID and becomes the customer's receipt. A PDF you shared earlier stays as it was, so send the receipt again if they want one.
  • Unpaid ones sit at the top of Owed, late first, with a Reminder button. You send each one.

What it does not do

  • Take card or Direct Debit payments. Customers pay by bank transfer or cash, and you mark it off.
  • Send invoices or reminders by itself.
  • File tax returns or do your accounts. For your accountant, Download lists the invoices you made this tax year or last. They are invoice records, not money received.

Questions window cleaners ask

Do I have to give every customer an invoice?

GOV.UK says you must give an invoice by law if both you and your customer are registered for VAT. It does not set that rule for other customers, so for them check GOV.UK or your accountant. In Roundly you make an invoice only when you choose to, for one visit or for a customer's month.

Can my customer pay the invoice by card?

Not through Roundly. It does not take card or Direct Debit payments. Your bank details and a reference are printed on the invoice, so the customer pays you by bank transfer, or by cash if they like, and you mark it paid.

How do I know which payment is for which invoice?

The invoice number is the reference. When you tick off your bank statement in Roundly, it finds a payment that names the invoice number and is the right amount. The right number with a different amount waits for you to check.

Can I put my logo on it?

Yes, if you have one. Add it in Extra features. Without a logo the invoice simply starts with the word Invoice and its number.

I'm VAT registered. Does Roundly handle that?

VAT is off until you tick Charge VAT and add your VAT number. Your prices include VAT, and each invoice then shows your VAT number and a line, Includes VAT at 20%, saying how much of the total is VAT. It does not show each line without VAT, so read the VAT note above and check with your accountant for bigger invoices. Roundly does not do your VAT return.

What if I get an invoice wrong after sending it?

While nothing on it is paid, cancel it. It keeps its number, says Cancelled, and its visits can go on a new invoice. Once any of it is paid, you send a credit note instead.

More on getting paid

Chasing money you are owed

Write a free payment reminder, or let Roundly keep the list of everyone who owes you.

Payment reminders

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