Accounting and invoicing for cleaning companies
Sites cleaned every week, deep cleans on call, caretaker services by the hour: in building cleaning a lot repeats, and every site needs its own invoice. Saldiqo creates them on a fixed date and shows which site pays off.
What comes up for cleaning companies
Recurring jobs
Offices, practices, stairwells and nurseries are cleaned on a fixed rhythm. The monthly invoice is almost the same every time.
Several sites, one business
Every site has its own prices, hours and contacts. Without allocation you do not know whether a job pays for itself.
Special services on call
Deep cleaning, window cleaning and winter service come on top and need a quote or an invoice by effort.
Payment terms with business customers
Property managers and companies pay on terms. If you do not follow up, you wait a long time.
How Saldiqo helps
- Site cleaning as a recurring invoiceThe monthly invoice is created on a fixed date, with the lines from your contract.
- Time per siteYou record hours with start and stop and bill by effort where the contract requires it.
- Cost centre per clientAssign income and expenses to a site and see in the report what it brings in.
- Quote for special servicesYou issue deep or window cleaning as a quote, and after delivery it becomes the invoice.
- Reminders with deadlinesAfter the bank statement you see who is still open and send payment reminders with one click.
Typical invoice lines
Examples that often appear on invoices in this industry. You set the prices yourself.
- Maintenance cleaning of office, October
- Deep clean by measured area
- Window cleaning, inside and outside
- Caretaker service, hours
- Cleaning supplies as per receipt
- Winter service, flat fee for November
Tax and invoicing in Malta
What applies to invoices in Malta, in short. As of October 2026.
- VAT
- Rates 18 %, 12 %, 7 % and 5 %. Malta has no zero rate in law. Exports, EU supplies, food and medicines are exempt with credit, which lets you reclaim input VAT. Exempt without credit does not.
- Article 11 small undertakings
- With up to €35,000 of domestic turnover a year you can be exempt under Article 11. The status ends on the day the limit is passed, and you still register with the VAT department. Saldiqo adds the exemption note and leaves VAT off.
- Tax invoice or fiscal receipt
- A tax invoice is issued only when the customer gives you a VAT number. Otherwise a fiscal receipt from an approved system is required. Saldiqo writes invoices. It is not a fiscal receipt system, and a Saldiqo PDF does not replace a fiscal receipt.
- Invoice timing
- Issue the invoice by the 15th of the following month, or when payment arrives if that comes first. Simplified invoices are allowed up to €100.
- E-invoicing
- There is no mandate. Public bodies accept e-invoices through Peppol (EN 16931). The tax authority plans e-invoicing and real-time reporting but has set no dates, and EU rules apply from 1 July 2030.
- VAT returns
- Returns are due by the 15th day of the second month after the period, with 7 extra days when you file and pay electronically. Article 11 businesses file a yearly declaration by 15 February. Saldiqo does not file returns.
- Record keeping
- VAT records for 6 years, income tax records for 9 years and company records for 10 years. Plan for 10 years.
- Late payment
- Interest on late business payments is 10.40 %, plus €40 compensation between businesses.
- Languages
- Use Saldiqo in English or Maltese and send invoices in either language.
Frequently asked questions
Can I create monthly invoices automatically?
Yes. A recurring invoice creates them on a fixed date. If the contract changes, you adjust the series with a click.
How do I see whether a site pays off?
With cost centres. You assign income and expenses to the site and see the report per cost centre.
Can I bill by the hour?
Yes. You record time and create the invoice line from it.
Do cleaning companies in Malta have to charge VAT?
If you are registered under Article 10, yes. Small undertakings under Article 11 with domestic turnover of up to €35,000 a year are exempt from charging VAT, but the status ends on the day the limit is passed.
Do cleaning companies in Malta need a fiscal receipt?
Sales to consumers need a fiscal receipt from an approved fiscal receipt system, and Article 11 businesses use one for all sales. Saldiqo is not such a system. It covers tax invoices to customers who give you their VAT number.
How long should cleaning companies keep invoices?
VAT records for 6 years, income tax records for 9 years and company records for 10 years, so plan for 10 years. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.
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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.