Hood cleaning

Hood Cleaning Invoice Template (Free)

By ShowTheReceipts · Updated

Short answer

A hood cleaning invoice needs the hood and duct system cleaned with the number of hoods, exhaust fan service and filter replacement as separate lines, rooftop containment and grease disposal itemized, and the service date with the next due date and certificate number referenced for the kitchen's insurer.

Essential line items on a hood cleaning invoice

A professional commercial kitchen exhaust hood cleaning invoice serves as an official fire safety compliance record under NFPA 96 standards, an insurance verification document, and a health department inspection receipt:

  • Hood Cleaning Certification Header: Business name, physical address, phone, email, state fire marshal license number, and IKECA (International Kitchen Exhaust Cleaning Association) certification numbers (PCCI / CECD).
  • Restaurant & Facility Metadata: Restaurant name, kitchen manager contact, physical facility address, service date (after-hours overnight execution), and NFPA 96 compliance sticker certificate number.
  • Canopy Hood & Duct Pressure Washing: Hot-water high-pressure caustic degreasing of stainless steel canopy hoods, vertical duct shafts, horizontal runs, and fan housings down to bare metal.
  • Rooftop Exhaust Fan Service: Hinging fan assembly, pressure washing fan bowl/blades, and replacing worn fan drive belts.
  • Baffle Filter Cleaning or Replacement: Soaking and pressure washing stainless steel baffle grease filters or supplying new UL-classified stainless steel filters.
  • Rooftop Grease Containment & Filter Pad Replacement: Installing fresh hydrophobic grease absorbent pillows in rooftop fan containment boxes.
  • Next Service Due Date & Payment Terms: NFPA 96 service frequency schedule (Monthly, Quarterly, Semi-Annual, or Annual) and Net 30 payment terms.

Free Hood Cleaning Text Template

Copy and paste the template below to build NFPA 96 compliant commercial hood cleaning invoices:

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           COMMERCIAL KITCHEN EXHAUST HOOD CLEANING INVOICE
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CONTRACTOR INFO:                           NFPA 96 CERTIFICATE & COMPLIANCE:
[Your Hood Cleaning Business Name]         Invoice Number: HC-2026-0914
[State Fire Marshal License #]             NFPA 96 Sticker Cert #: NFPA-96-88412
[IKECA Certified Technician #]             Service Date: August 3, 2026 (Overnight)
[Phone & Billing Email Address]            Next Cleaning Due Date: November 2026 (Quarterly)

CLIENT & RESTAURANT LOCATION:              COOKING APPLIANCE TYPE:
Restaurant: [Commercial Bistro / Cafe]     Appliance Line: 12-ft Line (Fryers, Woks, Griddle)
Address: [884 Restaurant Row]              System Type: Single-Fan Exhaust System

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LINE ITEM DESCRIPTION & SCOPE                                  AMOUNT
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1. NFPA 96 Bare-Metal Exhaust System Cleaning (1 Hood / Duct)   $650.00
   - Caustic Chemical Application, 200°F Steam Pressure Wash
2. Rooftop Upblast Exhaust Fan Degreasing & Inspection           $150.00
3. Heavy-Duty Industrial Fan Drive Belt Replacement              $35.00
4. Stainless Steel Baffle Filter Replacement (4 Filters @ $45 ea) $180.00
5. Rooftop Grease Containment Box Absorbent Pad Replacement      $65.00
6. Kitchen Plastic Sheeting Containment & Floor Cleanup          $0.00 (Included)
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SUBTOTAL PROJECT COST:                                         $1,080.00
State & Local Sales Tax:                                       $12.50
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TOTAL AMOUNT DUE & PAYABLE:                                    $1,092.50
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PAYMENT TERMS & INSURANCE COMPLIANCE NOTICE:
Net 30 Days for Established Commercial Accounts.
NFPA 96 Inspection Certification Sticker Applied to Hood Canopy.
Before/After Digital Photo Report Transmitted to Commercial Insurer.
================================================================================

NFPA 96 cleaning frequency schedules and pricing benchmarks

Commercial kitchen hood cleaning rates depend on cooking fuel type, grease volume, and ductwork length:

  • Hood System Pricing Benchmarks ($450–$950 per hood system): Single-hood systems with short vertical duct runs average $450–$650; multi-hood systems or long horizontal duct runs average $750–$1,200+.
  • NFPA 96 Mandatory Service Frequencies:
    • Monthly Cleaning: Solid fuel cooking operations (wood-fired pizza ovens, charcoal broilers).
    • Quarterly Cleaning (Every 3 Months): High-volume 24-hour kitchens, charbroilers, and heavy wok/fryer lines.
    • Semi-Annual Cleaning (Every 6 Months): Moderate-volume commercial restaurants, hotel kitchens, and school cafeterias.
    • Annual Cleaning (Every 12 Months): Low-volume seasonal kitchens, senior centers, or church halls.

Itemizing baffle filters, rooftop containment, and fan belts

Itemizing consumable parts and rooftop accessories increases average invoice totals:

  1. Stainless Steel Baffle Filters ($35–$65 each): Rotted or bent aluminum filters present a severe fire hazard. Itemize replacement UL-classified stainless steel baffle filters on the invoice.
  2. Rooftop Grease Containment Systems ($65–$140): Exhaust fans spray aerosolized grease onto commercial TPO/EPDM roofs, rotting roofing membranes. Replacing hydrophobic grease absorbent pads during every service visit prevents thousand-dollar roof repair bills.
  3. Exhaust Fan Drive Belts ($25–$45): Replacing cracked rubber V-belts during overnight cleanings prevents emergency fan motor burnouts during lunch rushes.

Commercial Net 30 terms and digital photo documentation

  • Before/After Photo Documentation: Attach digital photos of the hood canopy, vertical duct interior, and rooftop fan bowl (cleaned to bare metal) to the electronic invoice.
  • NFPA 96 Compliance Sticker: Apply an official weather-resistant NFPA 96 certificate sticker to the hood canopy showing contractor name, certification number, cleaning date, and next due date.

If you are establishing your commercial rates, read our detailed guide on how much to charge for hood cleaning or inspect our review of hood cleaning business invoicing software.

Quoting a new kitchen? The hood cleaning quote calculator turns a hood count into a price range before you fill this in.

Frequently asked questions

Should the certificate number be on the invoice?

Yes. The kitchen's insurer and health inspector both want proof of the last cleaning, and an invoice carrying the certificate number and next-due date is the document the manager will actually be able to find.

How do I bill filter replacement?

As a separate line with the count and unit price. Filters are a consumable the customer chooses to replace or not, and separating it lets a kitchen with new filters skip the charge.

What's the next-due date for?

It sets up the next sale. A quarterly kitchen that sees “next due: October” on its invoice knows the visit is coming, which is how one-off cleanings turn into contracts.

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