What records do I need to keep for a domestic cleaning business in the UK?

Why record keeping matters for a domestic cleaning business

Running a domestic cleaning business in the UK can look simple from the outside: you schedule clients, travel to homes, do the work, and get paid. In reality, the business side can get messy fast if you don’t keep the right records. Good record keeping protects you if a client disputes an invoice, helps you stay on top of cash flow, makes your tax returns less stressful, and supports you if HMRC ever asks questions. It also gives you the confidence to grow—because you’ll know what you earn, what it costs you to operate, which services are most profitable, and which clients are the easiest to work with.

The best approach is to treat record keeping as part of the service you provide. It’s a professional habit, and it’s one of the key things that separates “a cleaner who gets paid sometimes” from “a cleaning business that can expand and earn reliably.” The easiest way to build that habit is to use a tool that does the heavy lifting for you. Invoice24 is designed to make invoicing and basic business admin fast, tidy, and consistent—so you can spend less time on paperwork and more time earning.

What “records” actually means in practice

When people ask “what records do I need to keep?”, they usually mean three categories:

1) Money in: what you charged, what you were paid, when you were paid, and what is still outstanding.

2) Money out: what you spent to deliver your service (supplies, travel, equipment, insurance, marketing, subscriptions) and proof of those expenses.

3) Operational evidence: agreements, job details, staff paperwork (if you employ), and anything that supports your business decisions or protects you if something goes wrong.

For most domestic cleaning businesses, your record-keeping system doesn’t need to be complicated. It needs to be consistent, complete, and easy to update. That’s exactly why many cleaners set up Invoice24 for quotes and invoices, then attach related notes (like job descriptions, pricing, and payment terms) so everything stays organised.

Invoices, receipts, and proof of sales

Your sales records are the foundation of everything else. Even if you’re paid in cash, you still need a record of what you charged and when. A proper invoice (or at least a clear receipt) helps you:

• Track who owes you money so you don’t forget to chase a late payer.

• Prove income for tax returns, mortgage applications, or business finance.

• Spot patterns such as seasonal dips, high-value clients, or services that take longer than expected.

For domestic cleaning, your invoice should typically include:

• Your business name (and trading name if different)

• Your contact details

• The client’s name and address (or at minimum their name)

• Invoice date and invoice number

• A description of the service (e.g., “weekly domestic clean – 3 hours” or “end of tenancy clean – 2 bed flat”)

• The amount charged and any breakdown you want (hours, call-out, materials)

• Payment terms (e.g., due on receipt, 7 days, bank transfer details)

If you want record keeping to be painless, make your invoices the “source of truth.” With Invoice24, you can create and send invoices quickly, keep numbering consistent, store client details, and keep a clean trail of what was charged and when. That trail is invaluable when you’re reconciling payments or answering questions months later.

Cash sales and informal payments

Many domestic cleaners are paid by bank transfer, card, or cash. Cash is fine, but it requires discipline. You should create a record of every cash payment received, including the date, client, and amount. A simple approach is to issue an invoice and mark it paid when the cash arrives. This prevents “invisible income” and stops you under-reporting by accident (which can cause serious issues later).

Invoice24 helps here because you can keep one clear workflow: invoice issued → payment received → invoice marked paid. Whether payment is cash or transfer, the record stays consistent.

Bank statements and payment records

Your bank statements are a key record. They show money coming in and going out and can support your sales and expense records. It’s a good habit to keep:

• Monthly bank statements (downloaded PDFs are fine)

• Evidence of client payments (bank transfer references, card transaction reports, etc.)

• A simple reconciliation routine where you check that invoices you issued match payments you received

If you have a dedicated business bank account, this becomes much easier. If you’re mixing business and personal spending, your record keeping needs to be extra clear so you can show what relates to the business. Separating them is usually worth it purely for admin.

Business expenses: what to keep and why

To claim allowable expenses and calculate your profit, you need evidence of what you spent. Keep receipts, invoices, and transaction records for anything you buy for the business. In domestic cleaning, common expense categories include:

• Cleaning supplies (sprays, disinfectants, cloths, sponges, bags)

• Equipment (vacuum, mop systems, steam cleaners, ladders)

• Protective items (gloves, masks, aprons)

• Uniform and branded clothing (where relevant and appropriate)

• Travel costs (fuel, parking, public transport, mileage logs)

• Insurance (public liability, employer’s liability if you have staff)

• Marketing (flyers, local ads, business cards, website costs)

• Phone and data (business portion)

• Subscriptions (scheduling tools, accounting tools, invoicing apps like Invoice24)

As a rule, if you claim it, keep proof of it. Digital copies are generally acceptable if they are clear and complete. A tidy system is to create an expense folder by month and save photos/PDFs there, named in a consistent way (e.g., “2026-01-09_suppliername_amount”).

Some cleaners use Invoice24 not only to invoice but also to keep their client and job information aligned with their spending. When you can see your income clearly, it becomes much easier to judge whether a new piece of equipment is worth it, or whether a particular job type has the margins you expect.

Mileage logs and travel records

If you travel between clients, you should keep a mileage log (or travel records) so you can claim allowable travel costs correctly. The key is to record:

• Date of travel

• Start and end locations

• Purpose (which client/job)

• Miles travelled

Don’t overcomplicate it. Many people keep a simple spreadsheet or a notes app, then summarise monthly totals. What matters is consistency. For domestic cleaning, a mileage habit can make a noticeable difference to your tax bill.

Quotes, estimates, and booking confirmations

Before you do work, you may provide a quote—especially for deep cleans, end of tenancy cleans, or one-off jobs. Keeping copies of quotes and booking confirmations helps if the scope changes or a client questions pricing. Your records should show:

• What was included (rooms, appliances, extras like oven/fridge)

• What was excluded (carpet cleaning, exterior windows, etc.)

• The price and basis (fixed fee or hourly estimate)

• Any minimum charge and cancellation policy

• Date and time agreed

Even a short written message can help, but formalising your workflow is better. A clean system is: quote/estimate → booking confirmation → invoice. Invoice24 supports a professional customer experience because clients receive consistent documents and you keep a neat history of what was agreed.

Customer details and service history

Domestic cleaning is relationship-driven. Keeping a service history for each client improves quality and makes repeat work easier. Useful details include:

• Address and access notes (key safe, entry instructions, parking)

• Preferred products and allergy notes

• Areas of focus (e.g., bathrooms and kitchen need extra time)

• Frequency (weekly, fortnightly, monthly)

• Agreed price and typical duration

• Any incidents or special requests

These are operational records rather than tax records, but they support your business. They reduce mistakes, prevent misunderstandings, and help you maintain a premium service. If you store client details alongside invoices in Invoice24, you reduce duplication—because your invoicing data and customer info live together.

Contracts, terms, and policies

Many domestic cleaning businesses operate without a formal contract. That can work, but you still need clear terms. Keeping records of your terms and policies helps you handle cancellations, late payments, damage disputes, and scope changes. Consider keeping:

• Your standard terms and conditions

• Cancellation and rescheduling policy

• Payment terms (due dates, late fees if used)

• Damage and breakage policy (what you will do, what you won’t accept)

• Complaints procedure (how clients should report issues and your timeframe to respond)

• Any client-specific agreements (e.g., “no bleach products”, “only clean when homeowner present”)

You don’t need legalese for everything, but you do need clarity. One practical trick is to reference your terms on your invoices. Invoice24 makes it easy to add payment terms and notes consistently so clients see the same message each time.

Staff records if you employ or subcontract

If you work alone, this section may not apply yet—but many cleaning businesses grow by bringing in help. If you employ staff, you’ll need to keep records related to payroll, working hours, and employment compliance. If you use subcontractors, you still need good records, just of a different kind.

Typical staff-related records include:

• Contracts of employment or subcontractor agreements

• Right to work checks

• Hours worked and timesheets

• Pay records (pay slips, payments made)

• Holiday records

• Training records (health and safety, chemical handling, PPE)

• Incident reports if something goes wrong on a job

Even if you’re not employing yet, it’s smart to build a record-keeping habit now. The businesses that scale smoothly are the ones that already have organised client records, consistent pricing, and clean invoicing. Invoice24 supports that foundation: you can keep client histories, produce consistent invoices, and track what’s paid—so adding staff later doesn’t turn into chaos.

Insurance documents and risk records

Insurance is a practical necessity for many domestic cleaning businesses, especially public liability insurance. Keep copies of:

• Policy documents

• Renewal confirmations

• Certificates of insurance (sometimes clients ask for proof)

• Claims correspondence if you ever need to make a claim

Also consider keeping simple risk records, such as:

• Notes on any accidents (slips, trips, breakages)

• How the situation was handled (photos, messages, resolution)

• Client acknowledgement where relevant

This isn’t about expecting problems; it’s about being prepared. Clear records can defuse disputes quickly.

Health and safety records and COSHH awareness

Domestic cleaning involves chemicals and repetitive physical work. While the paperwork burden is often lighter for small businesses than for large companies, it’s still wise to keep basic health and safety records, especially if you have staff. Useful records include:

• Product safety data sheets for chemicals you use regularly

• Instructions for safe use (dilution, ventilation, PPE)

• Training notes if you instruct someone else

• Incident logs if someone has a reaction or injury

Even if you are a sole trader, having these records is a sign of professionalism and helps you standardise safe working habits.

VAT records (only if you’re VAT registered)

Many domestic cleaning businesses are not VAT registered, especially early on. If you do become VAT registered, your record keeping needs to include VAT details. That usually means:

• VAT invoices with the correct information

• VAT on sales (output tax) and VAT on purchases (input tax)

• VAT returns and supporting calculations

• Evidence for VAT treatments where something is unusual

If VAT applies to you, consistency is critical. A structured invoicing process becomes non-negotiable—another reason many businesses rely on a dedicated invoicing app rather than improvised templates. Invoice24 helps you keep your invoicing neat and repeatable, which is the core habit you need whether or not VAT is involved.

Self Assessment and records for HMRC

If you’re self-employed (a common setup for domestic cleaners), you’ll likely report your income and expenses through Self Assessment. The exact method depends on your business structure and turnover, but the general principle is the same: you must be able to show how you calculated the figures you report.

That’s why you should keep:

• All invoices issued

• A record of payments received

• Receipts and invoices for business expenses

• Bank statements

• Mileage logs if claiming travel

• Notes on anything unusual (one-off purchases, refunds, client disputes)

The biggest mistake small service businesses make is trying to reconstruct the year in January. The better way is to update weekly or monthly. If you invoice through Invoice24, you already have a clean sales ledger forming naturally—without extra effort. That single habit makes tax time dramatically easier.

Proof of refunds, credits, and discounts

Sometimes you’ll refund a client (for example, if a booking is cancelled and you choose to refund a deposit) or you’ll offer a discount. Keep records of:

• Why the refund/discount happened

• The amount and the date

• How it was processed (bank transfer, cash returned)

• Any client messages confirming the agreement

This protects you and keeps your accounts accurate. An invoicing workflow that supports clear adjustments is helpful, and it’s another area where an organised system like Invoice24 can keep your documentation consistent.

Records for deposits and prepayments

For larger jobs (such as end of tenancy cleaning), you might take a deposit. Deposits are not “free money”; they are part of the customer’s payment and should be recorded properly. Keep:

• The deposit amount and date received

• The job it relates to

• The terms (refundable or non-refundable, and under what conditions)

• The final invoice showing the deposit accounted for

This avoids confusion and keeps your records tidy. Clients also appreciate the clarity: when they can see a deposit reflected on the invoice, disputes are far less likely.

Keeping records for tools, equipment, and asset purchases

Some purchases are day-to-day supplies, but others are bigger items that last longer, such as a commercial vacuum cleaner or a steam cleaner. Keep records of:

• Purchase date and cost

• Supplier invoice/receipt

• Warranty details

• Repairs and maintenance costs

These records support your expense claims and help you track the true cost of running your business. They also help you make smarter decisions about replacing equipment versus repairing it.

Home office records (if you work from home)

Many cleaners do admin from home: scheduling, invoicing, buying supplies, and client communication. If you claim a home working expense, keep notes that support your approach. This could include:

• A simple note of your method (for example, a flat-rate approach or a percentage allocation)

• Utility bills if relevant to your method

• Internet/phone bills if claiming the business portion

You don’t need to turn your home into a spreadsheet lab. The goal is to have enough documentation that your claim is sensible, consistent, and supportable.

How long should you keep records?

Record retention can depend on your situation, but the safest approach for a small service business is to keep key business and tax records for several years. Digital storage makes this easier than ever. Create a folder structure by tax year or calendar year and keep everything in one place.

A practical habit is to keep:

• Sales invoices and payment records

• Expense receipts

• Bank statements

• Insurance documents

• Contracts/terms and key client correspondence

If you use Invoice24 for your invoices, you automatically build a searchable history of your sales. That means less reliance on scattered email threads or paper copies, and more confidence that your records are complete.

Digital vs paper: what works best for cleaners

Paper can work, but it’s easy to lose receipts in the car, damage them with cleaning products, or forget which job they relate to. Digital records are typically easier to back up, search, and organise. A simple system is:

• Use Invoice24 for invoices and keep client details there

• Photograph receipts immediately and upload them to a monthly folder

• Download bank statements monthly

• Keep a mileage note weekly and total it monthly

Even if you prefer paper, consider scanning or photographing important documents as a backup. A little effort now can save huge stress later.

Data protection basics for client records