Recurring clients and billing
Most residential and commercial clients are billed on a schedule. Set up recurring invoices or subscriptions, and decide whether you bill at the start of the service period or after. Add one-off deep cleans and move-out jobs as separate lines. Keep a customer agreement that describes frequency, scope, access instructions and cancellation terms.
Employees or contractors
Cleaners are often classified as contractors to simplify taxes. But tests for classification look at how much control you have over schedules, tools and methods, and a wrong classification can bring back taxes and penalties. Ask an attorney, CPA or the state labor agency about your setup. If you use employees, run payroll through a provider and track workers compensation insurance. If you use contractors, collect W-9 forms and keep their insurance certificates.
Supplies, equipment and vehicles
Chemicals, microfiber cloths, vacuums, and floor machines are routine costs. Decide whether you or the client supplies materials, and bill accordingly. Vehicle costs are a big part of the budget, so log miles or fuel by route. Mileage between client sites is generally business travel, while a commute from home to the first stop can be treated differently, so ask a tax adviser.
Bonding, insurance and client property
Many commercial customers expect general liability, bonding and sometimes certificates naming them as additional insured. Record premiums by policy and calendar the renewals. Damage claims and customer credits should be recorded when agreed, and linked to the customer to measure how often problems arise.
Profit by route and client
Calculate each client's revenue less crew labor, supplies, travel time and a share of overhead. Some low-priced accounts look steady but consume more labor than they bring in. Compare the planned hours with actual hours monthly, and repricing becomes a matter of fact. Track the lifetime of clients and the reasons for cancellations, and watch aging receivables, since late-paying commercial accounts can strain payroll cycles. If you sell a franchise or buy a route from another operator, bring in a CPA and an attorney first, because purchase price allocation and contracts matter.
Handling cash tips and client keys
Some clients leave tips for the crew. Decide how tips are shared and make sure employee tips are reported through payroll as required. Keep keys and access codes in a logged system, with a record of who holds which one, since a lost key becomes a financial and trust issue. These small controls also help when an insurer or client asks how you protect their property.
Price each new client from actual labor hours, travel time, supplies and overhead, not from a rough square footage rule. After the first month, compare quoted hours with actual hours and adjust the price or scope. Keeping a record of this for every account teaches you which kinds of jobs are worth taking. It also gives you a factual basis for a price increase conversation with an existing client.
Keep signed service agreements and notes on special instructions with each customer record.
Worked example with numbers
A recurring client pays $800 a month. Crew labor for the visits costs $520 and supplies $60, so gross profit is $220, or 27.5%. Drive time adds $40 of labor that you do not bill, so the real margin is $180, or 22.5%.
Compare it to a client paying $700 for fewer visits with less travel. The cheaper client may be more profitable. Track by client to find out.
Mistakes that cost money
Ignoring route and drive time. Paying crews in cash with no record. Mixing contractor and employee treatment. Treating all clients as equally profitable.
Check your work
Each month list the five most and least profitable clients.
Common questions
Do I charge sales tax on cleaning services?
It varies by state and by type of service. Confirm with the state tax agency.
How should I pay cleaners who use their own cars?
Either reimburse mileage under a written policy or build the vehicle cost into the pay rate. Keep records either way.
This guide is general information, not tax, legal or accounting advice. Rules, fees and due dates change; check with the IRS, the NJ Division of Taxation or a licensed professional for your situation.