🧹 Cleaning Business Tracker — Google Sheets
The complete profit-tracking system for self-employed cleaners.
Most self-employed cleaners plateau or quietly lose money — not from lack of clients, but from having no system to know which jobs are actually profitable. Supplies never tracked. Mileage between homes never claimed. Two clients underpriced by £5/hr for two years. An end-of-tenancy job that ran over by 90 minutes.
This tracker fixes every one of those problems. Ten professional tabs give a complete self-employed cleaning business operating system: true profit per clean auto-calculated, pricing calculator for all 8 clean types, 150-row client database with frequency tracking, HMRC/IRS mileage deduction auto-calculated, full supplies and expense log, and quarterly self-assessment numbers ready when you need them.
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📦 WHAT'S INSIDE — 10 Professional Tabs
1. 📊 Dashboard — Live Business Overview
21 live KPIs across three rows — all auto-populated from every data tab. Job row: jobs logged, total invoiced, total profit, avg profit per clean, avg margin %, this-month revenue, outstanding invoices. Cost row: total clients, outstanding balance, total supplies, total miles, mileage deduction, total expenses, tax deductible. Client intelligence row: weekly clients, fortnightly, monthly, avg hourly rate, avg cleans per client, top client, best clean type. Recent 10-job table and quarterly tax snapshot below.
2. 🧹 Job Log — 300-Row Per-Clean Profit Tracker
Every clean: date, client, clean type, hours, hourly rate, labour cost (auto), supplies used, travel, invoice total, true profit (auto), margin % (auto), status, paid date, notes. True profit = invoice − labour − supplies − travel. Summary bar: 14 live metrics including total invoiced, all cost categories, total profit, avg profit/clean, avg margin, avg hourly rate, this-month revenue, highest-profit clean.
3. 💰 Pricing Calculator — Price Any Clean Correctly
Enter hours, rate, supplies, markup %, travel miles, mileage rate, overhead allocation, target margin → get: labour cost, marked-up supplies, travel cost, overhead, total cost, your profit, minimum quote (ex VAT), minimum quote (inc VAT), actual margin %. 8 clean types with rate reference table pre-loaded. All rates fully editable.
4. 📋 Client Register — 150-Row Database
Name, address, phone, email, clean type, frequency (weekly/fortnightly/monthly/one-off), rate per clean, last clean date. Total cleans + total invoiced auto-pulled from Job Log via SUMIF/COUNTIF. Outstanding balance manual input. Summary: total clients, total invoiced, outstanding, weekly/fortnightly/monthly client counts, best client, avg cleans per client.
5. 🛒 Supplies Tracker — 200-Row Product Cost Log
Every purchase: date, product, category, supplier, qty, cost, job allocated, receipt ref, tax-deductible flag. 14 cleaning-specific categories. Summary: total spent, tax deductible, this-month, avg purchase, top supplier, markup potential at 15%, annual run rate.
6. 🚗 Mileage Log — 200-Row Journey Tracker
Every journey: date, from, to, client/job, miles, purpose. Deduction auto-calculates at HMRC 45p / IRS 70¢ (editable). Summary: total trips, total miles, total deduction, this-month miles and deduction, YTD miles, avg per trip, YTD total deduction. UK, US, and Australia rates all configurable.
7. 💸 Expenses — 200-Row Business Cost Tracker
Date, description, vendor, payment method, category, amount, receipt ref, tax-deductible flag. Categories: vacuum/equipment, uniform, PPE, vehicle, fuel, insurance, phone, advertising, training, accountancy, home office, other. Summary: total, tax deductible, non-deductible, this-month, this-quarter, top category, annual run rate.
8. 📈 Monthly P&L — 12-Month Income Statement
Full P&L across all 12 months + annual totals. Revenue (invoiced, returns, net). Direct costs (labour, supplies, travel/mileage, total). Gross profit + margin %. Overheads (equipment, insurance, uniform/PPE, phone, other, total). Net profit + net margin % every column, every month, every year.
9. 📊 Tax Summary — Self-Assessment Prep
Quarterly: income, direct costs, overheads, gross profit, net profit, margin % from Monthly P&L. Mileage deduction auto-pulled from Mileage Log. Quarterly estimated tax tracker: enter tax rate %, see estimated due, log payments, track balance. UK HMRC and US IRS quarterly due dates shown.
10. 🏠 Start Here — Setup & Navigation
15-minute setup guide, tab navigation, six-step pricing formula (time + supplies + travel + overhead + margin), overhead allocation guide, colour key.
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✅ HIGHLIGHTS
- ✔ 300-row Job Log — true profit per clean auto-calculated (invoice − all costs)
- ✔ Labour hours × rate = labour cost auto-calculated per row
- ✔ Pricing Calculator — all 8 clean types, rate reference included
- ✔ Client frequency tracking — weekly / fortnightly / monthly client counts
- ✔ 150-row Client Register — clean count + invoiced auto-pulled from Job Log
- ✔ 200-row Supplies Tracker — 14 cleaning-specific categories + job allocation
- ✔ HMRC 45p / IRS 70¢ mileage auto-applied, fully editable
- ✔ 12-month P&L — labour, supplies, mileage, overheads, net profit per month
- ✔ Quarterly Tax Summary — Self Assessment + Schedule C ready
- ✔ 1,751 pre-built formulas — zero errors, LibreOffice verified
- ✔ UK & US compatible — HMRC Self Assessment + IRS Schedule C
- ✔ Works on free Google Sheets and Excel
- ✔ Instant download — fully operational in 15 minutes
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🧹 PRICING CALCULATOR — 8 Clean Types (Pre-Loaded)
| Clean Type | UK Rate | US Rate | Notes |
|-----------|---------|---------|-------|
| Domestic (hourly) | £12–£20/hr | $15–$30/hr | Minimum 2hrs. Regulars most common. |
| End-of-Tenancy | £150–£400 | $200–$600 | Fixed by property size. High margin. |
| Commercial (office) | £14–£25/hr | $18–$35/hr | Contract = steady recurring income. |
| Carpet Cleaning | £30–£60/room | $40–$80/room | High margin once equipment paid off. |
| Window Cleaning | £5–£20/house | $8–$30/house | Round-based. Volume is key. |
| Move-in / Move-out | £180–£350 | $250–$500 | High demand from estate agents. |
| Deep Clean (one-off) | £200–£500 | $250–$700 | Higher effective hourly rate. |
| Post-Construction | £250–£800 | $350–$1,200 | Specialist. Equipment often needed. |
All rates fully editable in the Pricing Calculator tab.
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👤 PERFECT FOR
- Self-employed domestic cleaners and home cleaners
- End-of-tenancy and move-in/move-out specialists
- Commercial and office cleaning contractors
- Window cleaners and round-based businesses
- Carpet and specialist cleaning businesses
- Post-construction and deep clean specialists
- Any sole-trader cleaning business — UK or US
- UK sole traders filing HMRC Self Assessment
- US self-employed cleaners filing IRS Schedule C
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