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Cleaning invoice pdf for Legal

what's up youtube so i got a little bit different of a video today for you i'm in the office at the rogue shop here and i was just putting together a uh janitorial bid so i thought i'd do a quick video on the little simple google sheet that i use to calculate our janitorial invoice pricing and i'm going to share it with you so if you stay to the end there'll be a link in the description where you can download your own copy this is just a super simple google sheet it's nothing fancy but you're welcome to use it and uh you know i'll be adding to it in the future of course and kind of growing it as it fits my needs but let's talk about it so a small part a fairly small part but growing part of our business are these janitorial contracts where we have cleaners go in uh for a couple hours a couple days a week and do office cleaning we don't do any residential housekeeping uh but we do this janitorial work usually sweeping them up and vacuuming wiping down horizontal surfaces things like that anywhere from one day a week one day every two weeks to three four days a week and it we don't uh it's not a loss leader per se but we don't make a huge profit margin on these i use these as a method of getting into the customer where we can sell more profitable services uh like carpet cleaning floor cleaning floor maintenance and things like that so that's the purpose of these jobs is not a sole business um but to to push the customer towards purchasing that other stuff so i'll start my screen recorder if i can get it to work and we will see what happens okay so it says it's working so here is the janitorial price calculator in google sheets and the only thing you're going to fill in is the yellow squares uh so for example and of course your first question is going to be well how do i know how many hours per day this is going to take well that is where uh experience comes into play and it's important when you're when you're estimating these of course you've already done a site walkthrough you already have a list of of uh what they're expecting to be done every visit or or every other visit or however the case may be so you're going to take an average estimate of how much time you're going to spend there each time you go and uh and you know that's really up to you to estimate uh but i would suggest that you don't look at the starting time because your first couple weeks or so at a site it's probably going to take you a little longer as you develop your routine as you get everything up to your acceptable uh position and then after that it's going to come pretty easy but you don't want to price it on the easy time either because uh happens and some days are going to take you longer some days somebody's going to blow up a bathroom and things like that so in this example i'm i'm pricing the uh office and common areas of a local uh apartment building for retired living so they're requesting two days a week and we're estimating four hours a day so i'm gonna put those two blocks in there four hours per day twice a week um and of course that's just going to calculate eight hours per week and it's going to calculate that to be 436.8 hours per year and what that does is that takes your hours per week times 52 obviously for the weeks in a year and then it also multiplies that by five percent uh what i call a cost of operating factor uh you could call it a fudge factor or an oh factor but that's just going to add five percent of the time total to that so that you you know that you're going to be well within time range and you're not losing money uh and then next of course is your price per hour that's going to vary depending on your your place in the country your competition uh and so forth and i should specify this is total hours for all employees so example uh for this site where i got four hours per day that might be two cleaners at two hours per day or it might be one cleaner at four hours per day or it might be one at one and one at three you know however that's the total working hours that they're gonna spend at that site and so your price per hour is going to be your cost for that employee to work for one hour plus profit margin so for example uh if you pay in your employee 15 an hour your pr your actual cost to that employee is probably somewhere in the 20 per hour range and you want to of course make profit on that you also want to remain competitive so you don't want to get too high for this example i'm just going to go with 30 an hour that's a little lower than our standard rate but it's a good starting point and so you can see that that gives us a monthly invoice price and the way that does that is it takes your total hours for the year which is 436 multiplies that by your hourly rate of 30 and then divides it by your 12 months so that means for every month for 12 months you're gonna you're going to invoice that customer 1092 dollars and your total annual gross revenue is going to be 13 104. uh and that's a decent contract for example if you're if you're paying your employee 15 an hour then they're going to call they're costing you about half that or a little bit more than half by the time you you get in their expenses and this also doesn't take into account something you really need to be careful for paper goods cleaning supplies things like that in my case the way we do it is paper goods if we supply those we bill them to the customer as supplied so if we have to get a case of toilet paper we do a 10 mark up on our cost and we invoice that you know that month um and then cost of cleaning supplies i build that into the price per hour you may not you may want to add you know a factor on top of that uh leave me a comment if that's what the way you approach it leave me a comment let me know and i'll add a place to add those costs into this calculator maybe it's a hundred bucks a month or whatever case may be that'd be a pretty simple addition to add uh so you can see in this case we're charging a customer uh in this example one thousand ninety two dollars a month and we're going to have our cleaner go in there twice a week an estimated four hours a day now it's critical that your customer does not see any of this information on the top the only information you want to show your customer is that monthly invoice price and here's why uh your cleaner may spend four hours a day in there for the first few weeks or for your first few months or maybe one of those two days but the other day they may only be in there three hours and to be honest that is none of your customers business as long as their uh requirements are met for the cleanliness and and everything gets done then it's none of their business how long your cleaner spends there it's none of their business how much you pay uh your cleaner none of that is their business so don't divulge that information to them and the reason why is because they're gonna expect you then to be there that long and they're gonna feel like you're uh ripping them off if you're if you're technically charging them for four hours but your cleaners only there and two but the fact is your cleaners as long as everything's being done your cleaners being more efficient and it's not that they're doing a worse job and you're not getting your money's worth you're still getting your money's worth because that's the price that was agreed upon so don't share any of that top information with your customer you're only going to share that monthly invoice price uh and i would and i would also suggest that you're not going to be sharing that that uh price or anything with your employees either but one thing you could consider in the way we do it uh i'm not telling you it's the right way but it's the way we do it is uh for this example if we contract the expectation of four hours per week and our cleaner is consistently getting everything done in less than that then we pay them we pay them four hours anyway uh and that's a an incentive to them to work efficiently and properly but that only works if you have good responsible cleaners that are well supervised and well managed because the last thing you want to do is have a cleaner come in there and knock it out in an hour and do that for six months make it making all that money for them but then the customers not happy with the service so something to keep in mind but a little short video for you today keeping it under 10 minutes but this is the way we calculate uh the janitorial pricing contracts and i'll share this spreadsheet for you i think i'm going to add in some material stuff and all over time but you can get the updated spreadsheet i'll share it in a link below it's just a google sheet you can download a copy of it and uh thanks for watching if you like this content make sure you hit the like button subscribe leave me a comment and let me know how you handle your commercial pricing until next time here we go