When you’re managing teams on the road, scheduling recurring contracts, and balancing supplies, labour and travel costs, it’s easy for numbers to slip through the cracks. Cleaning companies face unique challenges—tracking job profitability by contract, handling payroll for part-time staff, and chasing repeat invoices. Outsourcing bookkeeping removes the admin burden so you can focus on delivering spotless service.
The Financial Challenges in Cleaning Companies
- Job costing and profitability Tracking hours, materials and travel per site to know which contracts truly pay off.
- Recurring billing and subscription services Generating, sending and reconciling invoices for weekly, bi-weekly or monthly cleans.
- Payroll complexity Managing variable hours, overtime, holiday pay and compliance with national minimum wage.
- Supplies and equipment depreciation Capital assets like vacuums or floor polishers need to be amortised correctly.
- Mileage and travel expenses Recording journeys between client sites, fuel costs and per-diem allowances.
- VAT and compliance Applying the correct VAT rates for commercial versus domestic contracts and submitting MTD-compliant returns.
How Outsourced Bookkeeping Empowers Cleaning Businesses
Think of us as your back-office extension, tuned into the rhythms of your schedules and routes.
- Real-time job profitability Automated tracking of labour, supplies and travel costs per job or contract.
- Seamless recurring invoicing Set up repeat invoice schedules, automated reminders and online payment links.
- Payroll and compliance support Accurate payroll runs for part-timers, holiday accruals and pension auto-enrolment.
- Asset management Capitalise, depreciate or expense equipment with clear schedules and alerts for renewals.
- Mileage reconciliation Integrations with mileage-tracking apps for one-click expense claims.
- VAT-ready reporting Split domestic and commercial supplies, digital submission under MTD for VAT and partial exemption support.
Systems and Integrations
- Xero, QuickBooks or Sage set-up tailored for cleaning services
- Field service software integration (e.g., ServiceM8, Jobber, Housecall Pro)
- Payroll and pension apps (e.g., Deel, Paycircle, BrightPay)
- Mileage tracking tools (e.g., MileIQ, Everlance)
- Online payment platforms (Stripe, GoCardless) for faster settlements
Who We Help
- Independent domestic cleaners managing multiple recurring clients
- Commercial cleaning firms servicing offices, schools or healthcare facilities
- Specialized providers (carpet, window, end-of-lease cleans)
- Franchise networks with multiple territories and shared reporting needs
- Businesses scaling from sole-trader to a fleet of vehicles and staff
Why Cleaning Companies Make the Switch
- Time reclaimed for client care and business growth
- Clear visibility on which contracts drive real profit
- Reduced errors and compliance risks around VAT and payroll
- Faster cash-in, thanks to automated invoicing and reminders
- Scalable bookkeeping that grows with your team size and service footprint
Your Next Step
Ready to swap spreadsheets for a clean, streamlined finance system? Let’s talk about how outsourcing your bookkeeping can polish your profits and free up your time. Book a free consultation or drop us a message today—we’ll rinse out the admin so you can shine on the job.