How to Start a Bookkeeping Business for Cleaning Businesses

If you’ve been wondering how to start a bookkeeping business for cleaning businesses, you’re on the right track. Cleaning companies, from small maid services to larger janitorial firms, present a huge and growing market. In fact, as of 2023 there were nearly 1.2 million cleaning businesses in the US according to UpMetrics. That means an abundance of potential clients who need help keeping their finances spotless. Bookkeeping can be challenging for any small business owner and 40% of them find bookkeeping and taxes the most difficult part of running a business. Cleaning business owners in particular often struggle with cash flow problems, missed tax deadlines, and managing growth due to financial hurdles. By specializing in this niche, you can offer targeted solutions and stand out from generic bookkeepers.

Choosing a niche like cleaning has big advantages. First, you’ll face less competition and can market yourself as an expert who truly understands cleaning businesses. Many cleaning company owners are so busy managing crews, schedules, and supplies that they lack in-house accounting expertise and prefer to outsource to a professional bookkeeper. Because cleaning services are ubiquitous and needed everywhere, a bookkeeping business focused on this industry can find a steady stream of clients and income. In short, learning how to start a bookkeeping business for cleaning businesses is a smart move and you get to help hardworking entrepreneurs keep their finances tidy, and build a profitable business for yourself in the process.

Types of Cleaning Businesses and Their Revenue/Expense Profiles

When starting a bookkeeping business for cleaning businesses, it helps to understand the different types of cleaning companies you might serve. Each type has its own typical revenue streams and expense patterns. Here are the main categories:

Residential Cleaning Businesses (House Cleaners/Maid Services)

These businesses service private homes. They often earn revenue per job or via recurring packages like weekly or monthly cleanings. A solo house cleaner might average around $50,000–$60,000 in annual income, while a growing residential cleaning company with a team can reach six figures in revenue by completing multiple jobs per day. Labor is usually the biggest cost as many residential cleaners are sole proprietors or have a few employees or subcontractors. Other key expenses include cleaning supplies like mops, detergents, vacuum, etc., transportation to travel between client homes, and insurance to cover accidents in clients’ homes. Marketing and advertising like flyers, local ads, online listings can also be a notable expense for getting new clients. Residential cleaners tend to have relatively low equipment costs because they are just basic cleaning tools and a reliable vehicle. Revenue is generally collected per appointment or as flat fees, so managing invoicing and tracking lots of small jobs is crucial.

Commercial Cleaning Businesses (Janitorial Services)

These companies focus on offices, retail stores, schools, and other commercial facilities. Revenue typically comes from ongoing contracts. For example, an office cleaning company might have a contract to clean a building every night for a fixed monthly fee. Commercial contracts can be sizable, so even a small janitorial firm can bring in consistent monthly income. Commercial cleaners often have higher labor costs because they may employ a crew of cleaners, often working overnight shifts. Payroll expenses like wages, payroll taxes, benefits can be significant. They also spend on bulk supplies such as industrial cleaning chemicals, large quantities of paper goods, etc., equipment like floor polishers or carpet cleaning machines, and possibly vehicle fleets for transporting crews and gear. Insurance is critical here too as they need liability insurance and maybe bonding. Another expense is uniforms and safety gear. Commercial jobs might require specialized training or certifications which is an indirect cost. From a bookkeeping perspective, commercial cleaning businesses will have lots of invoices to manage because they often bill clients monthly so tracking accounts receivable and cash flow is vital.

Specialty Cleaning Businesses

These include niches like carpet cleaning companies, window cleaning services, pressure washing, post-construction cleaning, crime-scene or biohazard cleaning, and more. These businesses focus on specific cleaning tasks which might be one-time or less frequent services. Revenue varies widely by specialty. For instance, there are over 33,000 carpet cleaning businesses in the US serving both homes and offices. A small carpet cleaner might earn revenue per job and can generate a decent income if they have steady work. Window cleaners might have ongoing contracts with commercial buildings or regular routes for homes, leading to recurring revenue, or they might do seasonal cleaning. Post-construction cleaners get large one-time project fees from builders after new construction or renovations. Specialty cleaners often invest in specific equipment like a carpet cleaning machine, power washers, ladders and safety harnesses for window cleaning, etc. These capital expenses can be higher upfront. They also have vehicle costs and possibly higher insurance or licensing costs. Labor might be smaller teams or even solo operations, except for larger projects that need crews. Bookkeeping for specialty cleaners needs to handle irregular revenue and job costing to track profitability of each project. They may have to manage deposits or milestone payments for big jobs, which adds a layer of complexity to tracking revenue.

As a bookkeeper, understanding these revenue models and cost structures helps you give better advice. For example, you might help a residential cleaner see if weekly clients or one-time deep cleans are more profitable, or help a commercial cleaner allocate expenses per contract to judge which jobs are yielding profit. Focusing on how to start a bookkeeping business for cleaning businesses can make you a more valued partner to your clients.

Common Financial Challenges Cleaning Businesses Face

Cleaning businesses, while straightforward in service, face some unique financial management challenges. To effectively start a bookkeeping business for cleaning businesses, you should be aware of these pain points so you can address them head-on for your clients. Here are some of the most common challenges:

• Irregular Cash Flow and Seasonality: Many cleaning companies struggle with cash flow. For example, a residential cleaning service might have plenty of work in spring and summer but see customers pause service in winter holidays. Commercial cleaners might lose a big contract unexpectedly, causing a dip in revenue. Meanwhile, expenses like payroll and rent are constant. This mismatch can cause cash crunches.
• Tracking Recurring Revenue and One-off Jobs: Cleaning businesses often have a mix of recurring clients and one-time projects. As a specialized bookkeeper, you can set up systems to track recurring revenue from bi-weekly or monthly clients separately from one-time jobs. This provides clarity on stable income versus incremental jobs.
• Managing Payroll and Subcontractors: Labor is the lifeblood of cleaning businesses and also their biggest expense and administrative headache. It’s common to have temporary or seasonal staff. Bookkeeping for these businesses means tracking employee hours, running payroll or coordinating with a payroll service, and filing forms like 1099s for contractors and W-2s for employees. As their bookkeeper, you can ensure they stay compliant and set up proper payroll systems. You might recommend a payroll tool like Gusto and help your client integrate it with their books.
• Recording and Categorizing Countless Small Expenses: Cleaning work can generate lots of small transactions. It’s easy for owners to forget to log these or to mix personal and business spending . A bookkeeper adds value by implementing a system for organizing receipts and categorizing expenses properly. For example, you might set up a chart of accounts tailored to cleaning and can use receipt-scanning apps or even just enforce a habit of photographing receipts, so no expense goes unrecorded.
• Mileage and Vehicle Expense Tracking: Most cleaning businesses are mobile. Tracking mileage or fuel expenses is a persistent challenge. Many owners are unsure how to log miles or they simply don’t bother. Part of how to start a bookkeeping business for cleaning businesses is knowing that recording mileage for multiple daily client visits is a unique challenge in this niche. You can introduce mileage tracking solutions like MileIQ or QuickBooks’ mileage tracker to simplify this. Additionally, cleaning companies may have company vans or cars and you’ll help record all related costs like fuel, maintenance, and insurance and possibly allocate them per job or per region if needed.
• Separating Personal and Business Finances: Many cleaning business owners often start as a side hustle, so they may not set up separate bank accounts or legal entities initially. This leads to blended finances which mixes business and personal. It creates messes in bookkeeping. One key tip you’ll often give is to separate business finances which is essential for clean books.
• Late Invoicing and Receivables Management: Another common issue is that cleaning folks are so busy with day-to-day operations that they overlook sending invoices or following up on unpaid bills. These delays hurt cash flow and can lead to working for free until they get around to invoicing. Part of your role can be to implement a disciplined invoicing schedule and accounts receivable (A/R) process to improve their cash inflows and reduce the need to chase money.

In summary, cleaning companies face a blend of challenges. Cleaning businesses face unique accounting challenges not seen in generic templates, such as tracking recurring service revenue, handling seasonal staff, logging daily mileage, and integrating with scheduling/payment systems like Square or Stripe. When you know these pitfalls, you can proactively offer solutions. This positions your bookkeeping business for cleaning businesses as an invaluable partner that gets their needs. It’s much easier to pitch your services when you can say, “I know you hate dealing with receipts and mileage logs. I’ll take care of that and keep your books audit-ready. Owners will breathe a sigh of relief and gladly hand you the paperwork!

Legal and Business Setup for Your Bookkeeping Business

Before diving into serving clients, you need to set up your own bookkeeping business properly. Just as you’ll advise your cleaning clients to get their business papers in order, you should do the same. Here’s a simple checklist for the legal and organizational steps to start a bookkeeping business for cleaning businesses:

Choose a Business Name and Structure

Pick a business name that’s professional and maybe niche-relevant like Sparkling Ledgers or Maid Clean Books. Have fun but keep it clear. Decide on your business entity type. Many solo bookkeepers start as a sole proprietorship or single-member LLC. A sole prop is simplest but it doesn’t separate your personal assets. An LLC (Limited Liability Company) is popular because it provides a legal separation and liability protection while being relatively easy to set up and maintain. Consulting an attorney or accountant about the best structure for your situation is wise. Once decided, register your business with your state to make it official.

Register for an EIN and any Required Licenses

An Employer Identification Number (EIN) is like a social security number for your business. Even if you don’t have employees, an EIN is useful for opening business bank accounts and filing taxes, and it’s free to apply on the IRS website. Next, check if your city/state requires any business license for operating a bookkeeping or financial services business. Typically, bookkeeping itself isn’t a licensed profession, but you may need a general local business license. Be sure to comply with any state or local regulations.

Open a Business Bank Account

Keep your business finances separate from day one. Open a dedicated checking account for your bookkeeping business. This not only simplifies your own bookkeeping but also lends credibility. Similar to how you’d advise a cleaning company to open a business bank account to separate personal and business funds, you should do the same. Use this account for all business income and expenses that way when it’s time to do your books or taxes, everything is organized. Also consider getting a business credit card for expenses.

Obtain Insurance (Especially E&O Insurance)

As a professional bookkeeper, protecting yourself with insurance is highly recommended. The most important is Errors and Omissions (E&O) insurance, also called professional liability insurance. This covers you in case a mistake in your work causes a client financial harm and they take legal action. It’s relatively affordable for bookkeepers and provides peace of mind. Other insurance to consider is general liability insurance which covers accidents or injuries. This is less critical if you work from home with no client visits, but if you have an office or meet clients, it’s a good idea. Cyber liability insurance would also be beneficial as this would help if there’s a data breach or hacking incident. If you plan to hire staff, you’ll need workers’ comp insurance as required by state law. Talk to an insurance agent about a business owner’s policy or specific coverages. It may feel like overkill when starting out, but one lawsuit or breach could be devastating without it. It shows you’re professional and prepared.

Set Up Your Office and Tools

Decide where you’ll work. Many bookkeeping entrepreneurs start home-based. Ensure you have a comfortable, quiet workspace with a reliable computer and high-speed internet. You’ll also want to put in place the software and systems needed. In terms of legal setup, this is also a good time to establish internal procedures. For instance, how will you store client documents securely? Likely via a cloud storage with encryption. Make sure you’re prepared to handle sensitive information. Setting up a professional email address and a phone line is also part of your business infrastructure.

Write a Simple Business Plan

It doesn’t have to be formal or lengthy, but outline your target niche (cleaning businesses), your service offerings, pricing model, and financial goals. When figuring out how to start a bookkeeping business for cleaning businesses, a basic plan helps you clarify your approach. Include how you’ll market. This plan will guide you in the first year.

Finally, as part of your setup, consider any certifications or training that will boost your credibility. While not legally required, being a Certified QuickBooks ProAdvisor or having a bookkeeping certification from the National Association of Certified Public Bookkeepers (NACPB) or American Institute of Professional Bookkeepers (AIPB) can help you stand out. When approaching cleaning business owners, mentioning that you’re certified in the software they use like QuickBooks Online or that you have formal bookkeeping credentials can build trust. Even though you don’t need to be a CPA to do general bookkeeping, continuous learning is key. Make sure you stay updated on bookkeeping best practices and any financial regulations that could affect your cleaning industry clients.

Setting up your business right sets the foundation for success. You’ll come across as a true professional to clients which is crucial when they are trusting you with their financial books.

Recommended Software and Tools for Managing Cleaning Clients’ Finances

Having the right tools will make or break your efficiency as a bookkeeper. When working with cleaning businesses, you’ll need to manage a lot of transactions, receipts, and possibly integrations with their scheduling or payment systems. Fortunately, there are some tried-and-true software solutions for bookkeeping, as well as industry-specific tools that you should be aware of.

Here’s a rundown of what to get in your toolbox:

• Accounting Software (QuickBooks, Xero, etc.): The backbone of your operation will be a solid accounting/bookkeeping software where you maintain your clients’ ledgers. All these modern platforms are cloud-based which means you and your client can access the books from anywhere and collaborate remotely.
• Cleaning Industry Software & Integrations: Many cleaning businesses use specialized field service management software to handle scheduling, work orders, and sometimes invoicing. Examples include Housecall Pro, Jobber, ZenMaid, Thryv, and others. These apps help cleaners schedule client appointments, dispatch their team, and sometimes take payments on the spot. As a bookkeeper niched in cleaning, you should familiarize yourself with the popular ones. Aside from scheduling software, also be aware of payment processors like Square or Stripe which some cleaning businesses use for credit card payments. Overall, tech that blends field operations with accounting is key for this niche and your role is to make sure all those moving parts talk to each other financially.
• Expense Tracking and Receipt Management: Cleaning folks might hand you a shoebox of receipts if left to their own devices. But you can do better with modern tools. Consider using apps like Dext, Hubdoc, or Expensify to streamline receipt capture. Another great tool in this category is MileIQ or TripLog for mileage tracking just in case the client or you want an automatic log of miles driven for cleaning jobs.
• Payroll Software: If you will be handling or assisting with payroll for clients, pick a good payroll service like Gusto, QuickBooks Payroll, ADP, Paychex, or even OnPay. Gusto is popular for small businesses because it’s user-friendly and handles all payroll tax filings automatically.
• Project/Practice Management Tools: To manage your own workflow and ensure you never miss a client deadline, consider practice management software tailored for bookkeeping/accounting. Examples include Asana, Trello, or ClickUp or specialized ones like Karbon, Jetpack Workflow, TaxDome, or Canopy. These allow you to create recurring tasks, track your progress, and even store client info and communications. Since you might eventually handle multiple cleaning clients, staying organized is essential.
• Reporting and Analysis Tools: Cleaning business owners may appreciate visual reports or dashboards that show key metrics like monthly profit, or revenue by client. Most accounting software can produce standard financial statements, but you might supplement with tools or even just Excel to create simple charts. For instance, you could use Excel or Google Sheets to track KPIs over time or implement a reporting app like Fathom, Spotlight Reporting, or LivePlan that integrate with QuickBooks and Xero to produce nice visual reports.

Equipping yourself with the right software will make starting a bookkeeping business for cleaning businesses much smoother. Remember that technology should simplify your work, not complicate it so choose tools that integrate well and that you feel comfortable using. With a good tech stack, you’ll be able to handle more clients with less effort, maintain accurate records, and impress your cleaning business clients with efficient service.

Pricing Models That Work for the Cleaning Niche

One of the big questions as you start a bookkeeping business for cleaning businesses is how to price your services. Pricing bookkeeping can be done in various ways. For the cleaning industry niche, certain models tend to work better and are easier for clients to budget for.

Let’s explore the options and what might suit this niche:

Hourly Billing

This is the traditional method where you charge an hourly rate for the time you spend working on the client’s books. While it’s straightforward, hourly billing can feel unpredictable to clients. A cleaning business owner might worry that if their paperwork is messy one month, you’ll take extra hours and bill more. It also implicitly punishes you for being efficient because the faster you work, the less you earn. Many modern bookkeeping practices are moving away from pure hourly billing for these reasons. That said, you might keep an hourly rate in mind for one-time projects or cleanup work.

Fixed Monthly Retainer

This is often a great fit for ongoing bookkeeping. You charge a flat monthly fee to cover a defined scope of work. Cleaning businesses, like many small businesses, prefer knowing their costs up front. A monthly bookkeeping fee is easy for them to budget as part of overhead. When setting this fee, consider the size and complexity of the client, volume of transactions, number of accounts, payroll needs, etc. For instance, you might have a “Solo Cleaner package” at a lower price and a “Cleaning Crew package” for businesses with employees at a higher price. The benefit of a fixed fee is you get consistent income and the client gets predictable billing. Just be sure to clearly outline what’s included and what might cost extra.

Value Pricing for Additional Services

Beyond the core bookkeeping, if you provide higher-level services like forecasting you could price those based on value rather than hours. For instance, if you help a cleaning company revamp their pricing model and that could increase their profit by $10,000 a year, charging a project fee of $2,000 for that consulting is value pricing. Or offering to clean up two years of backlogged books as a one-time project – you might charge a flat fee for that work. Many bookkeepers charge one-time clean-up or catch-up fees separate from monthly retainers which is wise because cleanups can be labor-intensive.

Pricing Based on Size/Volume

In a niche, you often develop a sense of pricing benchmarks. For cleaning businesses, you might consider metrics like monthly revenue, number of employees, or number of transactions as pricing factors. Some bookkeepers have a formula like if a cleaning company is making $20,000/month, maybe you charge 1-2% of that as a fee. This aligns with their scale. Others charge per transaction or per bank account reconciled. Find a method that is easy to explain and avoid underpricing.

A good approach when you’re just figuring out how to start a bookkeeping business for cleaning businesses is to research what other bookkeepers charge in similar niches or of similar experience. Don’t be afraid to ask for what you’re worth. You can start lower and plan to raise your rates as you gain confidence. Ultimately, the pricing model that often works best in this niche is a fixed monthly fee for ongoing services, possibly tiered by the level of service. It aligns with how cleaning companies often bill their clients and fosters a long-term relationship where you become a monthly partner, not a one-and-done contractor.

How to Find and Pitch to Cleaning Business Clients

Now for the big question: how do you actually get clients once you have this setup and expertise? Finding and pitching to cleaning business owners will be a major part of how you start a bookkeeping business for cleaning businesses. Here’s a game plan with practical, friendly approaches to land those first few clients and beyond.

Leverage Your Niche in Marketing

Since you’ve chosen cleaning businesses as your niche, make that extremely clear in all your marketing. That means on your website, social profiles, business cards, etc state that you specialize in bookkeeping for cleaning or janitorial businesses. Marketing a niche bookkeeping business is WAY easier because you can speak directly to the pain points of your target clients. In any pitch or advertising, use language that resonates like “Do you hate tracking receipts for cleaning supplies?” or “Tired of late nights doing QuickBooks after a day of cleaning homes?” – this will catch their attention. Show that you understand the cleaning industry.

Network Where Cleaning Business Owners Gather

This can be both online and offline. Consider joining your local Chamber of Commerce or small business networking groups. Many areas have meetups or groups for small business owners in general, and cleaning company owners might attend. Prepare a friendly 30-second introduction about your business when you speak with people. You don’t have to hard-sell but just make connections. Also look into local or regional cleaning industry associations or events? For example, ISSA (International Sanitary Supply Association) or ARCSI (Association of Residential Cleaning Services International) might have local chapters or events. If accessible, attend a conference or even a webinar targeted at cleaning businesses. If you’re one of the few financial people in a room of cleaners, you’ll stand out and likely get inquiries.

Join Facebook or LinkedIn groups where cleaning business owners hang out. There are numerous groups like “Cleaning Business Owners” forums. Participate by offering helpful tips. For instance, if someone in a group asks “How do you guys handle accounting?”, you can chime in with some advice without immediately pitching your service. It is important to build trust first. Over time, people might approach you for help. Also consider Business Network International (BNI) chapters as these are groups where each member represents a profession and they refer business to each other.

Referrals and Partnerships

Some of the best leads come from referrals. Leverage any existing contacts. Even if it’s your friend’s aunt or a neighbor with a small business, let them know what you’re doing. You might land your first client through someone you already know. Beyond that, think about partnering with professionals who serve the cleaning niche. A big one is CPAs or tax preparers. Many small business CPAs do tax returns but not day-to-day bookkeeping. If you connect with a CPA who has cleaning companies as clients, they might be thrilled to refer bookkeeping work to you. Reach out to local CPA firms or independent accountants and introduce yourself. Also check out business coaches in the cleaning industry or janitorial supply store owners where you can build relationships and potentially get referrals. Always emphasize how specialized you are “I only focus on cleaning companies, so I really know their needs”. This gives referral partners confidence that you’ll handle their people well.

Online Presence and SEO

Make sure you have at least a simple website for your bookkeeping business. It should clearly state your niche and services. Include keywords bookkeeping for cleaning businesses on your site for SEO. Write a few blog posts or articles on topics that cleaning owners might search, e.g. “Top 5 Bookkeeping Tips for Cleaning Businesses” or “How a Bookkeeper Can Help Your Cleaning Service Grow”. This content marketing can draw people in via Google. Also create a Google Business Profile for your business so you appear in local search results. Encourage any early clients to give you a review on Google or LinkedIn. Those testimonials help build trust. On social media, you can share quick tips or relevant news. Over time, this positions you as the go-to financial helper for cleaning services.

Direct Outreach (Cold or Warm)

You can also directly approach cleaning businesses. Make a list of local cleaning companies in your area. These could be targets to send a letter or email. A friendly introductory email or postcard that introduces yourself and your specialty in a non-pushy and highlight the benefits you provide is key. Be sure to personalize a bit. You could also cold call, but many people aren’t fans of unsolicited calls. An email or physical mail might be better received. Another approach is to offer a free workshop or webinar on a topic like Simple Bookkeeping Tips for Cleaning Business Owners which you could host it at a local library or online. Promote it through social channels or local business groups. Even if a handful attend, they are likely strong leads.

Pitch by Emphasizing Solutions to Their Problems

Once you get in front of a potential client, it’s time to pitch your services. Tailor your pitch to the cleaning industry’s needs. For example, you might say: “I know as a cleaning business owner you probably hate dealing with receipts and mileage logs – that’s exactly what I’ll handle for you. I’ll make sure every supply purchase, every mile, gets recorded so you don’t pay a penny more in taxes than you should. And I’ll keep your invoices and payments tracked, so you always know who’s paid and who hasn’t, improving your cash flow.” This directly addresses common pain points. Also mention things like “I understand the seasonality of cleaning – I can help you plan for slower months and avoid cash crunches”. The goal is for them to think “Wow, this person really gets my business.” Share a quick example or story if you have one, like how proper bookkeeping saved another client money or gave them peace of mind. If you don’t have a cleaning client yet to reference, you can speak hypothetically or mention general examples (e.g., “Many cleaning companies I’ve talked to were mixing personal and business funds; I set them up with a system to keep that separate and it’s made their lives so much easier.”). Finally, clearly outline what you can do: “I will reconcile your accounts monthly, manage your QuickBooks, run payroll or coordinate with your payroll service, prepare financial statements, and coordinate with your tax preparer at year-end. You’ll never have to worry about bookkeeping again.” Owners often just want to offload this whole aspect – make it sound like by hiring you, their problem is completely solved.

Offer a Trial or Money-Back Guarantee

If a prospect seems hesitant, you could de-risk it for them. For instance, offer the first month at a discounted rate or even free if they’re not satisfied. Or say, “Let’s try for 60 days, and if you don’t see the value, you can cancel – no hard feelings.” Usually, once they see the work done and realize how much time and stress you save them, they’ll stick around. Just be careful not to undervalue yourself. Any free trial should still be bounded so you’re not giving away too much time on a non-serious lead. Alternatively, offer a one-time service like a financial clean-up or setup at a special rate, which then segues into ongoing work.

Use Existing Happy Clients for Referrals and Testimonials

As soon as you get a happy client or two, ask if they know any other cleaning business owners who might need help. Cleaning business owners often network with each other. A warm referral is the easiest sale. Also request a testimonial quote that you can use in your marketing. Such testimonials on your website or flyers build trust among peers in the industry.

Persistence is key in finding clients. You might reach out to 20 and hear back from 2 and that is very normal. Keep at it, refine your approach by what responses you get. The good news is that cleaning businesses are everywhere. There isn’t a giant competitor hogging them because they’re all independent businesses who likely need help. By positioning yourself as the bookkeeping solution just for them, you’ll gradually carve out a reputation in the cleaning community. And remember, every cleaning business owner you meet is a potential client or they might refer you to someone else in their circle. Be friendly, helpful, and patient, and your client list will grow.

Onboarding and Workflow Tips Tailored to Cleaning Service Clients

Congratulations! You’ve landed a cleaning business client and now it’s time to onboard them smoothly and establish a workflow that keeps things running like a well-oiled machine. Onboarding is the process of gathering all info and access you need and setting expectations with the client. Since cleaning businesses have specific quirks, here are some tips to tailor your onboarding and ongoing workflow for them:

Collect All Necessary Information Upfront

Start with a thorough client onboarding questionnaire. For a cleaning business, you’ll want details such as their business entity info, tax ID number, state tax account numbers if applicable for sales tax or payroll, the list of bank accounts and credit cards they use, any loans or vehicle financing, and whether they use any apps like QuickBooks already or field service software. Also, gather information on their billing process and how they invoice clients. Do they accept credit cards or checks? Do they have any merchant accounts? If they have employees or contractors, get details on how they pay them. Essentially, map out all the sources of financial transactions.

Get Access to Systems and Accounts

Early in onboarding, obtain access to the tools you’ll need. That might include getting invited as an accountant user to their QuickBooks Online if they already have one. If they don’t have one, you’ll be setting it up fresh. Also, arrange view or admin access to bank accounts and credit cards as many banks allow read-only access for accountants or you might use bank feed connections in QBO/Xero. If the client uses Housecall Pro or another system that integrates with QuickBooks, coordinate to set you up on that and test the sync. Don’t forget access to payroll systems or to prior financial records. If they have previous financial statements or last year’s tax return, get those as they provide valuable starting balances and context. It’s helpful to have an onboarding checklist that you tick off. This ensures nothing is missed before you dive into the work.

Do a Cleanup or Setup as Phase One

Often your first task for a new cleaning client is to either set up their books properly or clean up existing books if they were DIY-ing. Create a proper Chart of Accounts tailored to a cleaning business. Input starting balances if needed. If they had been using spreadsheets, you might import that historical data into QuickBooks so you have comparatives. If their books are a mess, perform a cleanup project. This might be billed separately. It’s important to start with a clean baseline. Ensure by the end of onboarding/cleanup that the Balance Sheet balances, and all bank accounts are reconciled up to date. This phase may take a few weeks depending on complexity but communicate with the client about progress. Once everything is up to date, you can confidently maintain going forward.

Establish a Communication Routine

Early on, set expectations about how and when you’ll communicate. Cleaning owners may be up early cleaning or out on jobs during the day, so find out their preferred contact method and a good time for periodic check-ins. You might say, “I’ll send you a summary email after I close the books each month, and let’s have a 30-minute call quarterly to review your financials.” Some clients might want monthly calls, others are fine with just reports unless something’s wrong. Also, discuss emergencies or questions and assure them they can reach out if something urgent comes up. By being approachable, you become part of their extended team.

Create a Standard Workflow for Monthly Tasks

For each client, especially cleaning businesses, your monthly workflow may look like this:

Weekly or Ongoing: Download or import bank transactions or verify bank feeds are coming through, and categorize new transactions. Set up rules in QuickBooks to auto-categorize common things. Also, each week, check if there are any invoices to send or follow up on. Some bookkeepers actually take over invoicing so if you offer that you might send the invoices to a client’s customers on a dedicated schedule. Whether you handle invoicing or not, at least track accounts receivable aging and gently prod your client to follow up or allow you to send reminders.

Monthly: Reconcile all bank and credit card accounts to the statements. Reconcile any payment processor accounts. Review the financial statements for any oddities. Produce a Profit & Loss and Balance Sheet for the month, and maybe a cash flow statement. You might also generate some custom reports like P&L by class if you’re separating residential vs commercial, etc. After closing the month, send the reports to the client with a brief summary in plain language. For instance: “October looks good – you grossed $10,000, which is up 10% from September, great! Noticed supply expenses were a bit higher than usual ($1,200 vs avg $800) – probably due to stocking up on winter cleaning supplies. You still netted a profit of $2,000 for the month. Attached are your statements. Let me know if you have questions.” Cleaning owners may not be numbers people, so a little interpretation goes a long way.

Quarterly: Use this time to also review the bigger picture and maybe do a quick check against budget (if you made one) or mention if they are on track to reach annual goals.

Annually: Assist with year-end processes. Clean up the books for closing. Create a financial package for the CPA who will be filing taxes. Create a backup of the QuickBooks file or trial balance, plus any supporting schedules. Also issue any 1099 forms to contractors by January if needed as cleaning businesses often have independent contractors. Year-end is also a great time to have a planning chat with your client for the next year. This is an opportunity to talk about setting aside money for taxes or planning for a big expense like replacing equipment, etc.

Tailor Your Workflow to Their Operations

Cleaning businesses might have certain peak times. Be mindful of that in your scheduling. If you need info from them, try not to ask at their absolute busiest moments. Also note their billing cycles as many commercial cleaners bill at month-end, so the first week of the month might be when they collect a lot of payments. That could be a good time to update the books so you capture all those deposits. If a client does weekly payroll for their cleaners, schedule your bank reconciliation after that to account for it. Aligning your tasks with their business rhythm makes things smoother.

Educate the Client Gently

Part of onboarding is also setting some basic ground rules or guidance for the client. For example, encourage them to use the business bank account for all expenses. If they often forget to give you receipts, perhaps propose a routine day they can stick to. Many small business owners benefit from a bit of coaching, and they’ll appreciate tips that make their and your life easier. Since you are focusing on how to start a bookkeeping business for cleaning businesses, you’ll become somewhat of an expert on how these owners can streamline their finances. Share that wisdom and maybe introduce them to an app or show them how to write invoice memos that help. Little improvements can lead to better data.

Document Your Processes

As you refine a workflow that works for cleaning clients, document it into a standard operating procedure (SOP). You could have a checklist for “Monthly Close - Cleaning Client” listing each step. This is useful as you scale or if you bring on staff, and it ensures consistency. It can include steps unique to cleaning. Also keep notes on client preferences. Good documentation ensures nothing falls through the cracks, and it’s part of delivering high-quality service.

Be Prepared for Questions Outside Pure Bookkeeping

As you build trust, clients might treat you as their go-to financial advisor. Don’t be surprised if they ask things like, “Should I buy or lease a new van?” or “Can you help me understand if this big client is actually profitable for me?” These go a bit beyond basic bookkeeping, but they are opportunities to shine and potentially bill additional advisory time. From a workflow perspective, be open to such questions and have resources to help. If it’s tax advice beyond your scope, you can say, “I can run some numbers for you and then we might loop in your CPA for the tax implications.” If it’s about business finances, you likely can assist by providing data like calculating the profit margin on a certain contract if they ask.

Onboarding a cleaning business properly sets the tone for the entire relationship. It’s worth spending extra time in the first 1-2 months to get everything organized and to educate the client on how you’ll work together. Once in a groove, the ongoing workflow becomes quite routine. Cleaning businesses don’t usually have extremely complex transactions and it’s mostly about volume and organization. By having a clear system and maintaining good communication, you’ll keep their books in tip-top shape year-round. And the client will feel the relief of having a partner handling this side of things, which is exactly what you want is them relying on you and never wanting to go back to DIY chaos.

Ways to Add Value Beyond Basic Bookkeeping

To really differentiate your bookkeeping business for cleaning businesses, think about services beyond just reconciling accounts and preparing financial statements. Many cleaning company owners would gladly welcome help in other administrative or financial areas, and offering these value-added services can deepen your client relationships. Here are some ways you can add value for your cleaning business clients:

Scheduling and Administrative Support

While not a traditional bookkeeping duty, some bookkeepers in niche practices also provide light administrative or operational support, especially if they have the capacity or a team. For example, you might help a small cleaning business owner by managing their job schedule calendar or setting up a scheduling software for them. If a solo cleaner is juggling appointments in a notebook, you could introduce an app like Google Calendar or a simple booking tool and help input their client schedule. Some virtual assistants specialize in this, but if you have the know-how, you can make it part of your offering. Even offering to coordinate appointment reminders or reschedules could be valuable though be careful not to overextend if bookkeeping is your main gig. At the very least, you can advise on best scheduling practices or recommend a scheduling app and help integrate it with their invoicing.

Payroll Processing and HR Coordination

We touched on payroll from a bookkeeping perspective, but you can offer full payroll services for your clients. This means you handle entering hours, running payroll through a service, ensuring taxes are paid, and even helping onboard new employees in the system. Many small cleaning businesses would rather outsource payroll than figure it out themselves. You could become a partner with a payroll provider like Gusto. Additionally, you might assist with HR-related tasks such as maintaining an employee roster and tracking PTO or sick days if they offer it. Payroll coordination also includes ensuring all those payroll expenses correctly hit the books and that payroll tax liabilities are recorded. By offering to take payroll off their plate you become indispensable to a growing cleaning company.

Financial Analysis and Advisory Services

Basic bookkeeping tells what happened but you can add value by helping clients interpret those numbers and plan for the future. For example, you could offer budgeting and forecasting for your cleaning clients. At the start of the year, help them create a simple budget with expected income by month and expected expenses. Then, each quarter, compare actual results to the budget and provide insights. This kind of advisory elevates you from bookkeeper more CFO advisory services for the small business. You can also do things like cash flow projections or job costing or client profitability. Essentially, anytime you can translate the bookkeeping data into actionable advice, you’re providing value beyond the basics.

Technology and Process Improvement

You might become your client’s go-to for implementing useful tech. If they haven’t adopted a software that could help, you can lead that project. For instance, maybe a cleaning company hasn’t started accepting credit card payments because they fear the complexity but you could set them up with a point-of-sale app or mobile card reader and integrate it with QuickBooks, then show them how it works. Or if they are doing something manual, you could move them to an online invoicing system that saves time and reduces missed bills. Setting up a chart of accounts, job tracking, or even something like class tracking to separate different service lines is a way you improve their record-keeping. You can create custom reports or dashboards that they otherwise wouldn’t have. All this falls under consulting on process improvement. It makes you more of an all-around advisor.

Business Growth Advice

Since you’re focusing on how to start a bookkeeping business for cleaning businesses, over time you will see patterns across clients. You might notice what helps some cleaning companies grow and what pitfalls others encounter. Don’t hesitate to share this knowledge while keeping specifics confidential of course. If a client is considering expanding to a new city or buying another cleaning company, you can help them evaluate the decision financially. If you know typical profit margins, you can tell them if their performance is above or below average. Some cleaning businesses might not know how they compare. By providing benchmarks, you provide context they wouldn’t have on their own. This is high-level stuff that positions you almost like a consultant or coach in addition to keeping books.

Add-On Services

We mentioned invoicing and A/R management and offering to handle these is absolutely a value-add beyond typical bookkeeping. You can also assist with collections if there are delinquent customer payments. On the flip side, you might help with Accounts Payable and ensuring their bills are paid on time or set up on bill pay. Some bookkeepers will even manage a client’s bill payments with proper controls. This can be a lifesaver for an owner who’s always on the road and forgets to pay the phone bill, for example.

Virtual CFO Services

This term is often used when bookkeepers/accountants provide more strategic oversight. For a cleaning business, a Virtual CFO service could include monthly meetings to discuss financials, help with setting prices, assistance with obtaining financing, and scenario planning. It’s an extra that not all clients will need or want, but those looking to scale their business might happily pay for guidance.

Remember, you don’t have to offer all these extras from day one. Start with what you’re comfortable with and what aligns with your skills. As you gain experience in the cleaning niche, you can expand your service menu. The key is to listen to your clients and if they complain about something like scheduling headaches or not understanding payroll, that’s an opportunity to step in with a solution if you can. By going above and beyond, you make yourself invaluable. You’re not just a bookkeeper who plugs in numbers but you’re a partner in their business success and these value-adds will make your bookkeeping business for cleaning businesses truly stand out. Your clients will feel like they have a secret weapon with someone who handles the dirty work of bookkeeping.

Conclusion: Encouragement and Next Steps

Starting a bookkeeping business for cleaning businesses is an exciting journey. By now, you know that this niche is full of opportunity and there are countless cleaning companies out there, and many really need the help of someone who understands their world. You’ve learned why cleaning businesses make a strong niche, the types of cleaning operations you might serve, and the financial challenges you’ll help solve. You have insights on setting up your own business properly and the best tools to use. You’ve also explored how to price your services, find those first clients, onboard them smoothly, and become more than just a bookkeeper – an essential partner in their success.

It might feel overwhelming when thinking about hos to start a bookkeeping business for cleaning businesses and how to put all these pieces together, but don’t worry. Every successful bookkeeping business starts with just one client. Maybe your next step is to reach out to a local cleaning service you found on Google or to post on social media that you specialize in this area. Perhaps you’ll offer a free consultation to a cleaning business owner and impress them with your understanding of their needs. Take it step by step. With each conversation and each client you land, your confidence will grow.

Most importantly, stay positive and persistent. Building any business takes time, but you’ve picked a niche where you can truly make a difference. Your journey in learning how to start a bookkeeping business for cleaning businesses will undoubtedly involve continuous learning. Each client might teach you something new, and the industry will evolve. Over time, you might even become the go-to expert nationwide for cleaning business bookkeeping, who knows! For now, focus on getting those first few happy clients. Provide excellent service, go the extra mile, and word will spread in the cleaning community that you’re the person to call to get their books in pristine condition.

Frequently Asked Questions about How to Start a Bookkeeping Business From Home

Do I need to be a CPA or have an accounting degree to start a bookkeeping business for cleaning businesses?
No you do not need to be a CPA or have an accounting degree to offer bookkeeping services. Most bookkeepers are not CPAs. However, you do need solid bookkeeping knowledge and attention to detail. It’s a good idea to take some bookkeeping courses or obtain a certification to boost your credibility. Clients in the cleaning industry usually won’t ask for your degree because they care that you can do the job well. As long as you understand accounting basics and know how to use popular software like QuickBooks, you can start this business.

Can I run my bookkeeping business from home and work remotely with cleaning clients?
Absolutely. One of the great advantages of a bookkeeping business today is that it can be run virtually from anywhere. Cleaning businesses are often out and about at client sites, so they’re used to communicating by phone or email and they won’t expect you to be on-site. With cloud accounting software like QuickBooks Online or Xero you and your client can share access to the books in real time without needing to meet in person. Just make sure you have a reliable internet connection and a secure way to handle client data. Overall, a remote setup is typically a win-win because you have flexibility, and your cleaning clients can get in touch with you easily while they’re on the go.

How do I find my first cleaning business client for my bookkeeping service?
Finding that first client can feel daunting, but there are several strategies to try. Start with your existing network and let friends, family, former colleagues know you’ve started a bookkeeping business for cleaning companies. They might know a cleaner or janitorial service owner to refer you to. Next, consider local outreach. You could directly contact a few cleaning businesses in your area to introduce yourself. Networking is another big one so attend local business meetups or chamber of commerce events and mention your niche. Join Facebook groups for cleaning business owners or small business forums. Provide helpful tips or answer questions demonstrating your expertise and mention your services. Also, create a simple website for your business. Don’t forget about referral partnerships so reach out to accountants or tax preparers in your area and let them know you handle bookkeeping for cleaning companies and they might refer clients who need ongoing bookkeeping. Once you have that first client and do a good job, ask them for referrals or a review. Persistence is key and if you reach out to, say, 20 prospects, it’s normal that only 1 or 2 might bite. But that’s all you need to get started, and then you build from there.

How much should I charge cleaning businesses for bookkeeping services?
The amount you charge will depend on the scope of work and the size of the client, but here are some ballpark ideas. For a very small operation, their bookkeeping needs are simple and you might charge an affordable monthly fee, perhaps around $150-$250 per month for basic services. If the cleaning business is a bit larger, a typical monthly fee could be in the $300-$500 range for full-service bookkeeping. (In fact, some specialized firms charge about $300 per month for a small cleaning business’s bookkeeping as a baseline. As complexity grows you could charge $600-$800 or more per month, especially if you’re doing payroll and extra reporting. Some bookkeepers even price by % of revenue, like roughly 1-2% of the client’s monthly revenue. Don’t undervalue yourself; it’s easier to start a bit higher and offer a discount if needed than to start too low and regret it. As your experience grows, you can increase rates for new clients and potentially adjust for existing ones if their needs grow. In summary, for most solo or small cleaning businesses, expect to charge a few hundred per month for core bookkeeping, adjusting upward for larger or more demanding clients.

What software and tools do I need to effectively handle bookkeeping for cleaning businesses?
At minimum, you’ll need a good accounting software. QuickBooks Online is highly recommended, as it’s widely used by small businesses and accountants. It can handle invoicing, expense tracking, bank reconciliations, financial reporting, and it’s cloud-based so you and your client can access it anywhere. Alternatives include Xero, FreshBooks, or even Wave, which could be enough for a very small business. Next, you’ll want receipt and expense tracking tools. This could be built-in as QuickBooks has a receipt capture feature or separate like Dext or Hubdoc to scan and organize receipts. For mileage tracking, apps like MileIQ can be handy. Since some cleaning businesses use scheduling or field service software like Housecall Pro or Jobber, it’s useful if you familiarize yourself with those. You’ll also likely need payroll software if you handle payroll. Options include Gusto, QuickBooks Payroll, ADP, etc are available. Many bookkeepers love Gusto for its ease of use for small businesses. Understand file-sharing services like Google Drive, Dropbox, or OneDrive. With the right tools in place, you’ll be able to manage cleaning business finances efficiently and accurately, leaving both you and your clients happy.