--- title: "Cleaning Company Bookkeeping: Routes, Labor & Margin | MCC" description: "Track profit by client and route, handle crews and supplies, and see why drive time matters. Worked example." url: "https://mcc-solutionsnj.com/bookkeeping/guides/bookkeeping-for-cleaning-services" --- Bookkeeping guide · Updated October 12, 2026 # Bookkeeping for Cleaning and Janitorial Companies Cleaning is a labor business. Roughly everything depends on crew hours, route time and client retention, so the books must show profit per client and per crew, not just a monthly total. By [Matthew Coleman](/about), MCC Solutions **Quick answer.** Cleaning is a labor business, so the books should show profit per client and per crew, not just a monthly total. Set up recurring invoices for scheduled clients and add one-off deep cleans and move-outs as separate lines. Want this handled for you? Monthly bookkeeping, cleanup and year-end close for small businesses. Start with a free health check of your books. [Free health check](/bookkeeping/health-check)[Get a quote](/bookkeeping/#interest) **Related:** [Closing entries and retained earnings](/bookkeeping/guides/closing-entries-and-retained-earnings) · [Void vs delete a transaction](/bookkeeping/guides/voiding-vs-deleting-transactions) · [NJ 1099 contractor rule (ABC test)](/bookkeeping/guides/nj-independent-contractor-rule-abc-test-2026) **Free tools:** [Free invoice template](/bookkeeping/free-invoice-generator) · [Mileage deduction calculator](/bookkeeping/mileage-deduction-calculator) [![Intuit ProAdvisor Gold tier badge](/img/credentials/intuit-proadvisor-gold.png)](https://proadvisor.intuit.com/app/accountant/search?searchId=matthew-coleman77)Gold tier in Intuit's ProAdvisor program. [See my Intuit listing](https://proadvisor.intuit.com/app/accountant/search?searchId=matthew-coleman77) Keeping your own books? Tallyfinch does invoices, bank import and reports on your computer. [See Tallyfinch](/bookkeeping/mcc-books-downloadable-bookkeeping-software) ## 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. Let us handle it [### Monthly bookkeeping Categorizing, reconciling and monthly reports, with cleanup, payroll and NJ filings available. Bookkeeping →](/bookkeeping/) [### QuickBooks Online Monthly bookkeeping, cleanup and reconciliation in QuickBooks Online for New Jersey small businesses. Your account stays in your name. QuickBooks →](/bookkeeping/software/quickbooks-online)[### Gusto and payroll software Payroll software for New Jersey small employers: what to set up, how payroll flows into your books, and the NJ filings that follow every payroll. Payroll →](/bookkeeping/software/gusto-payroll) More guides - [Retail Store Bookkeeping: Inventory, POS and Shrink](/bookkeeping/guides/bookkeeping-for-retail-stores) - [Law Firm Bookkeeping and Trust Account Basics](/bookkeeping/guides/law-firm-bookkeeping-and-trust-accounting) - [Bookkeeping for Independent Insurance Agents](/bookkeeping/guides/bookkeeping-for-insurance-agents) - [Bookkeeping for Gyms, Studios and Personal Trainers](/bookkeeping/guides/bookkeeping-for-gyms-and-fitness-studios) Free tool - [Bookkeeping health check](/bookkeeping/health-check) [All guides](/bookkeeping/guides) Reach small business owners, freelancers and bookkeepers who read this guide: [advertise here](/advertise#bookkeeping). Do it yourself ### House Cleaning Business Kit Price each cleaning from its real cost and keep every visit, payment, tip and mile in one log. [See what's inside ($24)](/toolkits/house-cleaning-business-kit) [Free sample](/toolkits/house-cleaning-business-kit#free-starter)14-day full refund Tallyfinch ### Books you keep on your own computer Tallyfinch does invoices, bills, bank import, reconciliation and the main reports, in a file you own. $99 once, then $5 a month for updates; the app keeps working if you stop the plan. It does not do payroll or sales tax filing. The free download records up to 60 entries. [See Tallyfinch](/bookkeeping/mcc-books-downloadable-bookkeeping-software) [Download it free](/tools/pro/trial/mccBooks) [Compare the three apps](/software) ## Rather have us keep the books? Ask for a quote. [Get a Quote](/bookkeeping/#interest)[Call (908) 444-6373](tel:+19084446373)