In short

Cleaning company bookkeeping handles a high volume of small recurring payments. Residential card charges are reconciled from processor payouts, commercial invoices are tracked in an aging report, and supplies, equipment and vehicle costs are coded consistently. Payroll is posted by client or contract where possible, so labor cost per contract can be compared with what each contract bills.

Reconciling many small payments

Residential cleaning often means dozens of card charges a week through scheduling software. We record revenue from the software's sales report, processing fees as an expense and payouts against bank deposits, so a missing or double charge shows up quickly.

Commercial invoices and aging

Office and janitorial clients usually pay monthly on terms. We record invoices, apply payments to the right invoice and send you an aging summary, so slow payers are followed up before the balance grows.

Supplies and equipment

Small, frequent purchases of chemicals, cloths and bags are coded to supplies; vacuums and floor machines above your capitalization threshold go to equipment. The IRS tangible property regulations describe a de minimis safe harbor election your preparer may use for low-cost items.

Labor by client

When your scheduling or payroll system records hours by client, we post labor cost by client or contract. That makes the monthly contract profitability report possible.

Monthly outputs

Reconciled bank and card accounts, an aging list for commercial clients, and a profit and loss with labor shown as a share of revenue.

Before we start

We ask for your client list with contract prices and billing frequency, your scheduling or route software exports, your payroll provider reports and the bank and card accounts used for supplies. With those, we set up revenue accounts for recurring and one-time jobs, a supplies account separate from equipment, and a process to match each client payment to its invoice. Commercial clients that pay by check or ACH on long terms get a receivables aging, so overdue accounts are followed up each week.

Cleaning Services problems this addresses

  • Many small recurring invoices and card payments to reconcile
  • Cleaners travel between sites, which affects pay and cost
  • Classifying cleaners as employees or contractors is a common risk
  • Commercial contracts may be underpriced without anyone noticing
  • Supplies and equipment are bought in small, frequent purchases