Can I add extra work to the monthly invoice?

Yes, if you create that invoice manually. With a subscription, a separate invoice for extras is better.

Does ProFactuur offer time tracking?

No. Enter the total number of hours on the invoice.

Can customers approve extra work in advance?

Yes, through an online-approved quote on Start, Pro and Team.

Cleaning companies

Invoice additional work outside the contract

A post-renovation deep clean, windows outside the usual schedule or an extra visit for an open day: this work is outside the contract and needs a separate invoice. Forgetting it or using the wrong invoice loses revenue or creates confusion.

Why extra work often goes unbilled

Extra jobs are often requested verbally, by phone or during a visit. Your team does the work, but the details do not always reach invoicing. By month-end, nobody remembers the extra hours. Adding them to the regular monthly invoice changes its amount, prompts questions and complicates subscription-based automation.

Keep regular visits in the subscription and extra work on a separate invoice. Agree that extras require advance confirmation, preferably through a quote approved online.

In ProFactuur

How to do it, step by step

1
Get advance confirmation
For larger jobs, prepare a quote for online approval. For smaller jobs, an email confirmation saved as a note in the customer record is sufficient.
2
Record it immediately
Create a draft invoice when the work is requested and add the hours once completed. Drafts have no number yet, so they leave no gap in your numbering sequence.
3
Invoice separately from the contract
Finalise the invoice with a clear description, such as Additional post-renovation cleaning, 14 March. The subscription continues unchanged.
4
Follow up in Receivables
View regular and extra invoices per customer in Receivables. The customer timeline brings together invoices, payments and notes.

Example

Example: a post-renovation deep clean

A regular customer, a company filing periodic VAT returns, requests extra cleaning after renovating its offices. Building cleaning for such customers generally falls under the reverse charge. Ask your accountant to confirm your situation.

Post-renovation cleaning, 14 March, 2 staff members, 6.5 hours at €38.00	€494.00
Removal of building dust and paint residue, flat fee	€120.00
Total excluding VAT	€614.00
VAT reverse charge	€0.00
Total payable	€614.00

The regular monthly contract continues through the subscription. See the VAT reverse-charge page for the conditions.

Keeping track of your team’s hours

ProFactuur has no time tracking or clocking-in system. Record staff hours as usual and enter the total on the invoice, including decimals such as 6.5 hours. Save your fixed hourly rate for extras as a product to create an invoice with a few taps on your phone, before the team is back in the van.

Reminders are off by default. Enable them if you want ProFactuur to send reminders for unpaid invoices after 7, 14 or 30 days.

Frequently asked questions

More for cleaning companies

Automatically invoice a cleaning contract every month

Recurring invoices each month through subscriptions.

A cleaning quote per hour, per m² or per visit

Per hour, per m² or per visit, approved online.

All about invoicing for cleaning companies VAT reverse charge

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