Many cleaning companies use subcontractors. A carpet cleaning specialist for end of tenancy work, a window cleaner for high-level glass, a team to help with a big post-build clean or extra hands during a busy season. Subcontractors let you take on work you could not handle alone, without adding permanent staff.
The catch is the paperwork. Subcontractor costs need to reach the client invoice, or you end up paying for work you never bill. Supplier purchases for products and equipment need tracking too. This guide explains how to manage both properly in ProCleanerUK.
The subcontractor problem
When subcontracted work is handled by hand, the same problems appear again and again:
- The subcontractor’s cost is paid but never added to the client’s invoice.
- The invoice shows the work but the cost is lost in the accounts, so you cannot see the job’s real profit.
- Nobody is sure whether the subcontracted work was actually completed.
- Subcontractor and supplier details are scattered across emails and phones.
One vendor list for subcontractors and suppliers
ProCleanerUK keeps external companies in a vendor list, with subcontractors (who provide a service) kept separate from suppliers (who provide stock such as cleaning products and equipment). Keeping them apart matters because they follow different workflows: stock updates for suppliers, and service completion for subcontractors.
Adding subcontracted work to a job
When you build a job or quote that includes subcontracted work, you can select the subcontractor from your vendor list and add the service as its own line, with a description, quantity and unit price. For example, “high-level window cleaning, 3 hours at £45 an hour”. The work is linked to the job from the start.
Passing the cost through to the client
When the job is complete and the client’s invoice is created, the subcontracted service comes through as its own billable line. The client can see clearly what was done, and you can be confident every subcontracted cost has been recovered. No more remembering to add it later.
Recording completion
Subcontracted work can be raised as a purchase order linked to the job. When the work is done, the purchase order is marked as completed, giving you a clean record of what was delivered and when. That makes it easy to check before you pay the subcontractor’s bill.
Managing supplier purchases
The same approach helps with products and equipment. Stock is tracked in ProCleanerUK, with items flagged when they fall below their re-order level. You can create a purchase order for a supplier from the low-stock items, enter your agreed costs and email it to the supplier. When the delivery arrives, marking the purchase order as received updates your stock levels and records the latest cost price for your profit figures. Our guide to cleaning supplies checklists helps you decide what to stock.
Subcontracted cleaners and tips
If customers tip by card when paying online, tips are split between the staff on the job. For subcontractors, a tip can be added to their invoice, so they receive their share fairly.
Protecting your client relationships
When subcontractors visit your clients, they represent your business. Keep a few safeguards in place:
- Use a written agreement covering standards, insurance and non-solicitation. Take advice on the wording.
- Check their insurance and any accreditations, and record expiry dates.
- Consider whether they need to see your prices. Hide Job Financials keeps financial details out of the staff app.
- Keep client communication through your business, using the shared inbox.
Our article on hiding job financials covers the privacy side.
Pricing subcontracted work
When you pass on a subcontractor’s cost, add a margin for your time arranging, supervising and invoicing the work, and for the risk you carry if something goes wrong. Show the work clearly on the quote so the client understands what they are paying for. Our guide to setting competitive cleaning prices covers margins in more detail.
Seeing the real profit
Because subcontractor and supplier costs are recorded against jobs, your figures show the true cost of the work. The financial dashboard then shows revenue, profit and your most valuable customers with those costs included. Our guide to the financial dashboard explains what to look for.
Common mistakes
- Paying a subcontractor’s bill without checking the work was completed.
- Adding subcontracted work to the invoice by memory.
- Passing on costs with no margin.
- Keeping supplier orders in personal emails.
Manage subcontractors properly
The vendor list, subcontractor lines on jobs and invoices, purchase orders, stock tracking and the financial dashboard are included on every ProCleanerUK plan. Start your 28-day free trial and add your subcontractors and suppliers, or book a free demo and we will show you how a subcontracted job flows through to the invoice.
FAQs
Can I add subcontracted work to a cleaning job?
Yes. Select the subcontractor from your vendor list and add the service with a quantity and unit price.
Does the cost reach the client invoice?
Yes. The subcontracted service appears as its own billable line on the client’s invoice.
Are subcontractors and suppliers kept separate?
Yes. The vendor list keeps them apart because they follow different workflows.
Can I raise purchase orders for stock?
Yes. Create purchase orders from low-stock items and mark them as received to update stock levels.
Can subcontractors receive customer tips?
Yes. A tip can be added to a subcontractor’s invoice.