Facility Services
Maintenance contracts rely on tight margins. We track profitability by site to ensure labor drift and scope creep don't eat your profits.
The Industry
Profit in facility services is hidden in the details. You might hold a $10,000 monthly contract, but if the crew spends an extra 30 minutes per visit, that margin evaporates. It is not about the top-line revenue. It is about the efficiency of the labor deployed to get it.
Most accounting setups treat all revenue the same. They dump all labor into one bucket and all income into another. This hides the losers inside the winners. You end up subsidizing bad contracts with your good ones without realizing it.
Who This Covers
Who This Covers
Commercial cleaning, landscaping maintenance, HVAC service, and property preservation. Any business delivering recurring labor to specific addresses.
The Friction
The Friction
Allocating bulk supplies to specific jobs is tedious. Tracking crew movement between sites requires discipline. Getting accurate data from the field to the office is the biggest hurdle.
The Process
Site-level tracking is non-negotiable. We map every labor hour and material purchase to a specific address. This creates a scoreboard for your contracts. You see which properties perform and which ones are effectively charity work.
Data from the field drives the financials. If an employee clocks into a site, that cost hits the project immediately. We monitor the variance between the bid hours and the actual hours. You get an early warning when a site starts drifting off course.
Contract Review
Contract Review
Renewal conversations change. You walk into a meeting with a property manager armed with a report detailing the exact cost to service their building. Price increases are based on math.
Supply Management
Supply Management
We stop the habit of expensing everything to a general “Supplies” account. Materials get charged to the job. High-consumption sites get flagged for review.
Common Problems
Scope creep is silent. A property manager asks for a quick favor or a tenant needs something extra. The crew obliges, but the office never sends a bill. That unbilled work accumulates over a year and destroys the profitability of the account.
Ghost payroll costs are another leak. High turnover leads to administrative errors where people stay on the books too long or hours get padded. Tight controls on the time-tracking software prevent money from leaking out of payroll.
Vehicle Costs
Vehicle Costs
Fleets are expensive assets. Gas, tires, and maintenance must be tracked per vehicle. Knowing the true cost per mile helps determine which distant jobs are worth bidding.
Disconnected Billing
Disconnected Billing
Work happens but the invoice does not go out. Bridging the gap between operations and accounting ensures that every extra service performed gets billed.
What Changes
Renegotiations stop being emotional. You operate with a clear view of your production rates and overhead. Unprofitable contracts get fixed or dropped, raising the overall health of the company.
Growth happens based on margin rather than volume. You know exactly which type of properties yield the best return, so you focus sales efforts there. The business scales efficiently because the foundation is solid.
Defensible Pricing
Defensible Pricing
Clients rarely push back against hard data. Showing them the rising cost of labor and materials for their specific site validates the need for a rate adjustment.
Operational Clarity
Operational Clarity
Identify which crews are efficient and which ones drag. Use the financial data to build incentive structures that reward your best teams for speed and quality.
Full-Charge Bookkeeping for Mid-Mo's Businesses
The Next Step:
Get Your Quote
Tell us what you're dealing with. We'll listen, ask a few questions, and give you a straightforward price that meets your expectations.
