Recurring client margin check
The client you quoted two years ago, whose house got bigger and whose price did not.
Quotes drift. A weekly clean that took two hours in year one takes two and a half now, the drive is longer since you moved, and the price is exactly what it was. This takes what the visit really costs you today and tells you the margin — and whether it is under the number you decided is acceptable.
Your numbers
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Worked example
Filled in above: $120 a visit, 150 minutes on site, your time valued at $30 an hour, $6 of supplies, 12 miles round trip at $0.60, and a 30% target margin.
| Line | Amount |
|---|---|
| Time 150 ÷ 60 | 2.50 hrs |
| Labour 2.5 × $30 | $75.00 |
| Supplies | $6.00 |
| Travel 12 × $0.60 | $7.20 |
| Total cost | $88.20 |
| Contribution $120 − $88.20 | $31.80 |
| Margin $31.80 ÷ $120 | 26.5% — below the 30% target |
| Effective hourly ($120 − $6 − $7.20) ÷ 2.5 | $42.72 |
Not a disaster — but at 150 minutes this client should be paying about $126 to hit 30%, and if the visit creeps to three hours the margin drops to 14%. That is the conversation to have before it gets there.
How it's calculated
- Labour = actual minutes ÷ 60 × your hourly cost. Use the rate you would want to earn, not the minimum you would accept.
- Travel = round-trip miles × your cost per mile.
- Total cost = labour + supplies + travel.
- Contribution = price − total cost. Margin = contribution ÷ price.
- Effective hourly = (price − supplies − travel) ÷ hours — what the visit actually pays you per hour on site, before your own wage is counted. Compare it straight against your target hourly rate.
- The flag is simply margin below your target. It does not know the client; you do.
Get the full workbook
Cleaning Business Bookkeeping + P&L $12
The bookkeeping workbook logs every job with its hours, so a drifting client shows up in the numbers instead of in your mood. Income and expense logs, mileage log, invoice, monthly profit dashboard and a tax summary for your preparer.
Same file in both stores. Pay once, own it, works in Google Sheets and Excel.
Cleaning Business Client Tracker CRM $12
The client tracker holds each client's rate, frequency and visit history, works out what they are worth a year, and flags who is overdue — so a re-quote conversation happens on your schedule, not when they cancel.
Same file in both stores. Pay once, own it, works in Google Sheets and Excel.
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