Add a search window before adding a payment task
A freelance cleaner could send an invoice in the first week after each monthly visit. Set a household reminder for the eighth to check the inbox if it has not arrived. That reminder has no amount due and makes no claim about when the provider expects payment.
Replace the estimate with the actual bill
If the statement appears on April 6 and says $72 is due April 19, give the payment task those actual details. Close the “look for invoice” reminder for April. Leave the reminder for next month independent so it does not copy April's amount or date.
Follow up without guessing the balance
When the invoice arrives, replace the estimate with its details. If it does not arrive, contact the provider through a known route. Keep the missing invoice visible so the next household member knows why the amount is blank.
Ask the provider whether an invoice was sent, where it went, and whether the expected date changed. If they confirm there is no bill for that period, record that answer rather than leaving an open item indefinitely. If it went to another adult, reconcile the copies before either person pays.