In contract cleaning, labour is by far the biggest cost. Most contracts are priced on a set number of hours per week at each site, and profit depends on delivering the specification within those hours. A few extra minutes per shift, unplanned overtime, expensive cover and creeping supply costs can turn a profitable contract into a loss-maker without anyone noticing until the year-end accounts.
Janitorial management software gives you the control to stop that happening. This guide focuses on the money side: labour hours, cover, supplies and profitability by contract.
Know the budget for every site
Every contract should have a clear labour budget: the number of hours per week you priced for, broken down by site and shift. Record this alongside the schedule so you can compare it with what actually happens. Without a budget, there is nothing to measure against, and overruns go unnoticed for months.
Compare budgeted and actual hours
Clock-in records show the hours actually worked at each site. A time clock report comparing scheduled and actual hours shows which sites run over, by how much and how often. A site that runs fifteen minutes over every night is costing you far more than it seems across a year. NFC clock-in gives accurate records even in large buildings. Our guide to NFC and offline GPS clock-in explains the options.
Find the cause of overruns
When a site consistently overruns, find out why before acting:
- Has the client’s building or usage changed, such as more staff or extra rooms?
- Is the specification unrealistic for the hours priced?
- Is a cleaner new or struggling with the workload?
- Are periodic tasks being squeezed into regular shifts?
The answer might be a conversation with the client about scope, a revised checklist, extra training or a price review.
Control overtime
Overtime often creeps in through cover and last-minute requests. Set clear rules for when overtime is approved and by whom, and review overtime by site each month. Payroll calculated from clock-in data makes overtime visible rather than hidden in totals.
Manage the cost of cover
Absence is inevitable, but cover can be expensive, especially when it means overtime, agency staff or long travel. Absence management with clash warnings helps you plan cover early. The Availability Finder shows who is free nearby. Tracking absence patterns, including the Bradford Factor, helps you address frequent short-term absence fairly.
Plan travel between sites
Cleaners working short shifts across several sites can spend a lot of paid time travelling. Group sites sensibly, use route planning and record mileage in the app so travel costs are visible and can be built into pricing.
Control supplies
Consumables and chemicals are the second biggest cost in many contracts. Track them as billable or internal stock with site stock levels and reorder points. Compare usage between similar sites. Unusually high usage can point to waste, theft or a change in the client’s needs that should be recharged.
Recharge extra work properly
Clients often ask for extra work during a contract: a deep clean before an inspection, an event clean, extra hours during busy periods. Make sure every request is quoted, approved and invoiced separately, rather than absorbed into the regular hours. Quotes with optional extras and standalone invoices make this simple.
Review profitability by contract
Each month, look at every contract’s revenue against its labour, cover, travel and supply costs. A financial dashboard helps, alongside the time clock report and stock records. Contracts that consistently lose money need action: a scope discussion, a price review or, as a last resort, a managed exit at the next break point. Our guide to contracts that are secretly losing you money goes into detail.
Price new contracts on real data
The best defence against unprofitable contracts is accurate pricing. Use your actual data on hours per square metre, washroom and kitchen times, supply usage and cover rates from similar sites to price new work. Our commercial cleaning cost calculator can help you check your figures, and make sure wages meet the current minimum wage rates, which rise each April.
Build in annual reviews
Wage rises each April can wipe out a contract’s margin if prices stay fixed. Build price review clauses into contracts and plan increases with clients well ahead of time, using your data to explain the change.
Keep every contract profitable
ProCleanerUK includes NFC clock-in, time clock reports, payroll, absence management, route planning, mileage, stock tracking, quotes, standalone and retainer invoicing and a financial dashboard on every plan. Start your 28-day free trial or book a free demo to see how it helps control contract costs. For the wider picture, see our guide to janitorial software in the UK.
FAQs
What is the biggest cost in contract cleaning?
Labour, usually followed by supplies and consumables.
How do I know if a contract is running over its hours?
Compare scheduled hours with actual clock-in hours for each site using a time clock report.
How can I reduce the cost of cover?
Plan absences early, use the Availability Finder to find nearby staff and address frequent short-term absence fairly.
Should extra work be included in contract hours?
No. Quote, approve and invoice extra work separately so it does not eat into the regular hours.
How often should I review contract profitability?
Monthly, looking at revenue against labour, cover, travel and supply costs for each contract.