3 Reports Your Cleaning Managers Need To Be Effective

Your managers can’t be everywhere, but reporting can help them oversee what’s happening when they aren’t on the job.

Being a cleaning manager means getting cleaning tasks done through the coordination and oversight of multiple people, project timelines, products, cleaning objectives, and cleaning processes. But in order for managers to do these management processes effectively, they need information to help them make decisions.

The managers who oversee your daily cleaning operations need specific, accurate, and timely information to do their jobs well for your customers. Without this information, they are left to manage and make task-management decisions in the dark.

While getting out to visit accounts and interacting with their cleaning team members is certainly necessary for the cleaning industry, it is impossible for a manager to be everywhere at once. This is where reports can become valuable in allowing them to know what’s going on without being present.

For project and operations managers, there are three reports your cleaning managers need to get a complete picture of what’s happening on the cleaning job for excellent customer service.

1. Daily hours budget reports

The daily hours budget report is perhaps the single most important of the three reports because it gives daily information about the jobs. This report is basically a summary of the hours worked by each employee, broken down by job.

For instance, if you’re managing the jobs at ABC Bank, you can see who worked there last night and how many hours they worked. Additionally, if budgets are set up correctly, you can constantly compare the hours worked to the hours budgeted.

This report gives your managers two distinct advantages. First, it helps them monitor quality by ensuring that enough time is spent on each account each night. A sure indicator of quality problems is a steady reduction in cleaning hours. You can stay ahead of quality problems by monitoring hours daily and catching problems before they balloon.

Second, the daily hours budget report helps your cleaning managers ensure jobs are always profitable as planned. With labor accounting for anywhere between 55-90% of your expenses, monitoring hours is the main driver of a commercial cleaning company’s profitability. When this is done effectively on a micro level, you can ensure that profits will occur on a macro level. It makes for a truly scalable model.

2. Monthly job cost statements

This report for cleaning managers zooms out the lens on the jobs and looks at a monthly snapshot of the account. It is basically a profit and loss statement broken down by job. At my company, Frantz Building Services, cleaning managers get a monthly statement for their accounts. With each account, they can track labor dollars, supply costs, overtime expenses, and more.

This allows our managers to be mini-business owners, taking charge of their piece of the company. Each month, they identify poorly performing accounts and put plans in place to get the accounts back on track. Once again, these reports give a micro-level summary of different parts of the cleaning business. If each manager is managing the accounts appropriately, we can expect consistent profitability, all other things being equal.

3. Monthly profit and loss statements

Sharing your company’s financials helps build trust among your cleaning business management team while also cultivating ownership at all levels of the organization. I would encourage you not to be reluctant here. You shouldn’t have anything to hide from your team members. I have found that open books keep me accountable, which is a great check and balance on leadership.

Monthly profit and loss statements help your cleaning managers see how their group of accounts ties into the branch as a whole. When they are disconnected from this information, you should expect decisions in keeping with a disconnected attitude or mentality.

While this is a topic for another blog, I would also encourage you to compensate your managers based on both account performance and overall branch performance. If you want team players, you must treat them as part of the team.

Grow Your Business with Commercial Cleaning Software

One of the most important aspects of growing your commercial cleaning business is streamlining your operations and managing your team efficiently. This is where cleaning software like TEAM Software by WorkWave, which provides commercial cleaning software for your business, can be a game-changer for your business.

Partnering with TEAM Software

Partnering with TEAM Software by WorkWave can significantly benefit your commercial cleaning business. This software is designed to streamline operations, improve efficiency, and ultimately help you grow your client list. Here are some key benefits of using TEAM Software by WorkWave:

1. Efficient Employee Management: You can easily schedule shifts, assign tasks, and track employee performance, ensuring that your team is working effectively and efficiently.

2. Real-Time Communication: The software allows for real-time communication between you and your team, enabling quick responses to client requests or changes in scheduling.

3. Automated Invoicing and Billing: Fully automates the invoicing and billing process, making it easy to keep track of payments and ensure timely billing for your clients.

4. Reporting and Analytics: Offers robust reporting and analytics tools that give you valuable insights into your business performance, allowing you to make data-driven decisions to optimize operations and grow your client list.

In Closing

Investing in the right tools and resources for your cleaning managers is crucial for the success of your commercial cleaning business. By providing them with access to key reports such as budget hours, job costs, and profit and loss statements, you empower them to make informed decisions that drive growth and profitability.

Partnering with commercial cleaning software like TEAM Software by WorkWave can further enhance your operations by streamlining employee management, improving communication, automating invoicing and billing, managing customer relationships, and providing valuable reporting and analytics. With the right tools and resources in place, your cleaning managers can effectively lead their teams to success and help your business thrive. Schedule a demo to learn more about the reports your cleaning managers need.


As a third-generation owner, Jordan Tong has used various leadership and strategic approaches to grow the business from $1.7 million to $15 million since starting in 2007. Jordan also offers 1-on-1 consulting through his company, Elite Business Coaching and leads their unique and powerful online Janitorial Mastermind Group.