6 best accounting software for cleaning businesses

Accounting software can be a breakthrough for cleaning businesses' operations as it helps them save time and money.

That’s because they automate invoicing, track income and expenses in real-time, and simplify tax reporting.

Service-based accounting tools support industry-specific needs like recurring billing for contract-based clients, mileage tracking for mobile crews, and payroll processing for hourly and subcontracted workers. Many solutions also integrate with scheduling and job management platforms, reducing manual data entry and improving cash flow visibility.

Why cleaning businesses need the right accounting software

Most service-based businesses lose approximately 3.6% of their annual revenue due to payment failures, often caused by invoicing errors. Without a reliable system, invoices pile up, cash flow gets messy, and tax season becomes stressful. The right accounting software helps businesses stay organized, avoid mistakes, and get paid on time.

It helps to keep invoicing and payments on track. Cleaning businesses often work with repeat customers and long-term contracts. Manually handling invoices can cause delays, missed payments, and cash flow gaps. Accounting software automates invoicing, sends reminders, and allows online payments, making it easier to collect what’s owed.

It tracks expenses for better budgeting: Cleaning companies spend money on supplies, transportation, and labor. Without proper tracking, these costs can eat into profits. The right cleaning business software logs every expense in real time and organizes spending into clear categories. This helps business owners see where their money goes and adjust budgets when needed.

It simplifies tax filing. Cleaning businesses can deduct costs like gas, uniforms, and equipment. But without proper records, deductions can be missed, or worse, taxes filed incorrectly. Accounting software organizes receipts, categorizes business expenses, and generates reports, making tax time easier and reducing the risk of errors.

It helps to manage payroll. Many cleaning businesses hire hourly employees or independent contractors. Manually tracking wages, overtime, and tax withholdings takes time, leading to mistakes. Payroll software calculates pay automatically, generates pay stubs, and keeps records for compliance.

It gives a clear picture of the cash flow. Unexpected costs, slow payments, and seasonal fluctuations can make finances unpredictable. Accounting software provides real-time reports on income and expenses, helping business owners plan ahead and avoid financial surprises.

Top 6 accounting software for cleaning businesses

No two cleaning businesses operate the same way, and their accounting needs can differ significantly. For independent cleaners, a simple solution that tracks income and expenses while automating invoicing may be enough.

However, larger cleaning companies need software that manages payroll, handles tax compliance, and integrates with scheduling tools. Multi-location businesses and franchises require even more advanced features, such as intercompany accounting and real-time financial reporting.

1. Wave: Best for invoicing

​Wave is a Toronto-based company offering financial software tailored for small businesses. Over the years, it has grown to serve numerous entrepreneurs, providing tools that simplify accounting, invoicing, and payroll processes. It works well for cleaning businesses that don’t require advanced accounting features but still need to keep track of payments and expenses.

Key benefits

• Simple and easy to navigate, making it ideal for business owners without accounting experience.
• Strong invoicing tools with customizable templates, online payment options, and automated reminders.
• Multicurrency support for businesses working with international clients or suppliers.
• Mobile-friendly platform that lets users send invoices and track payments on the go.

Drawbacks

• The free version lacks bank transaction imports and receipt scanning.
• No time tracking or project management features, which may be a drawback for businesses charging hourly rates.
• Includes basic financial reporting tools that may not be sufficient for larger businesses with complex accounting needs.

Wave is a great choice for independent cleaners and small cleaning teams that need a simple, affordable way to handle invoicing and basic expense tracking. It works well for businesses that serve recurring clients and want an easy system to send invoices, accept online payments, and reduce the time spent on financial management.

2. FreshBooks: Best for tracking cleaning jobs

​FreshBooks is a cloud-based accounting software tailored for small and medium-sized businesses. Over the years, it has served more than 24 million users across 160 countries, simplifying invoicing, expense tracking, and financial management. Cleaning businesses that need to track time, bill clients based on job type, or manage customer payments will find FreshBooks especially useful.

Key benefits

• Allows hourly and project-based billing, making it easy to charge clients based on work completed.
• It provides customizable invoices with automatic reminders so businesses get paid on time.
• Tracks expenses and receipts, helping cleaning companies manage supply costs and travel expenses.
• Includes a client portal where customers can view invoices, make payments, and communicate about services.
• It offers a mobile app for invoicing and expense tracking on the go, which is useful for cleaners moving between job sites.

Drawbacks

• Charges extra fees for adding team members and processing 1099 contractor payments, which may add up for larger teams.
• Limited inventory tracking can be an issue for cleaning companies managing bulk supplies.

FreshBooks works well for cleaning businesses that need flexible billing options, simple invoicing, and easy expense tracking. It’s a good fit for independent cleaners, janitorial services, and companies handling project-based cleaning jobs that require detailed tracking for labor and materials.

3. Zoho Books: Best for budget-friendly accounting

Zoho is a multinational technology company specializing in software development and cloud-based business tools. Over the years, it has grown significantly, boasting over 100 million users worldwide.

Zoho Books is an affordable accounting software that helps small businesses manage invoicing, expenses, and taxes in one place. It integrates with other Zoho apps, making it a good option for cleaning businesses that want an all-in-one system to handle finances and client management.

Key benefits

• Automates invoicing and workflows, making it easy to bill recurring clients and reduce manual work.
• Tracks expenses like cleaning supplies, fuel costs, and payroll, helping businesses monitor spending.
• Generates financial reports for cash flow, taxes, and profit margins, giving owners a clear view of their finances.
• Integrates with other Zoho apps, allowing businesses to manage accounting and client interactions in one place.
• Mobile-friendly apps let users send invoices and log expenses while working in the field.

Drawbacks

• Some advanced features require paid add-ons, which may increase costs for growing businesses.
• The platform has a learning curve, and smaller businesses may find it more complex than necessary.
• Time tracking is tied to projects, which may not be useful for businesses that bill hourly.

Zoho Books works well for cleaning businesses that need affordable accounting software with automation and reporting tools. It’s a good fit for small to mid-sized companies that manage multiple clients and want to track finances more efficiently.

4. Kashoo: Best for hands-on bookkeeping

Kashoo is an easy-to-use accounting software designed for small business owners who prefer to handle their own bookkeeping. It eliminates unnecessary complexity, making it a great option for cleaning businesses that need a straightforward system for tracking income, managing expenses, and sending invoices.

Key benefits

• It is quick to set up and easy to learn, making it ideal for business owners with little accounting experience.
• Automated bank transaction categorization saves time and reduces manual data entry.
• Simple invoicing with basic payment processing options allows businesses to send invoices easily.
• Receipt capture on iOS lets users upload and organize receipts for better expense tracking.
• Double-entry accounting support ensures financial records are accurate and ready for tax season.

Drawbacks

• Limited payment options, supporting only Stripe and WePay, which may not be ideal for businesses needing PayPal or other processors.
• No Android app, making mobile access limited for non-Apple users.
• Minimal educational resources and customer support, with outdated training materials and limited phone support hours.
• Limited reporting and filtering options, making financial analysis less detailed compared to other accounting tools.

Kashoo works well for small cleaning businesses and independent cleaners who want a simple, no-frills accounting tool without a steep learning curve. It’s ideal for business owners who prefer hands-on bookkeeping but don’t want to deal with overly complex software.

5. Hubstaff: Best for workforce management

Hubstaff is a time-tracking and workforce management tool that helps businesses monitor employee hours, productivity, and expenses. It’s especially useful for cleaning companies that manage dispersed teams working across multiple job sites. With GPS tracking and an easy-to-use time clock, Hubstaff ensures that cleaning businesses can accurately log work hours, control labor costs, and automate payroll.

Key benefits

• Employee time tracking with GPS ensures cleaners clock in and out from the right location, reducing time theft.
• Geofencing capabilities automatically track when employees arrive at or leave a job site, eliminating manual check-ins.
• Labor budgeting tools help business owners set project budgets and track time spent on each cleaning job.
• Built-in expense tracking allows employees to upload receipts for fuel, cleaning supplies, and reimbursable expenses directly in the app.
• Seamless payroll integration automates payments based on tracked hours, making payroll processing faster and more accurate.

Drawbacks

• Occasional system crashes are reported by some users, which can disrupt time tracking.
• Reports can be difficult to interpret, requiring some learning to fully understand labor costs and productivity data.

Hubstaff is a great choice for cleaning businesses that manage multiple employees working at different locations and need a reliable way to track time, monitor attendance, and control labor costs. It works well for janitorial companies, commercial cleaning services, and mobile cleaning teams that want to improve accountability.

6. Financfy: Best for sales tracking

​Financfy is a comprehensive cloud-based accounting software developed by Vivasoft. Designed to streamline financial management, it caters to small and medium-sized businesses. Its straightforward dashboard brings everything together, making it easier for cleaning businesses to monitor budgets, track payments, and manage expenses without manual effort.

Key benefits

• Tracks cash flow in real time, helping businesses plan for seasonal slow periods and unexpected costs.
• Simplifies sales tracking and client management, allowing users to add services, process payments, and generate sales reports.
• Manages inventory with automated stock alerts, reducing the risk of running out of essential cleaning supplies.
• Organizes expenses by category, making controlling costs and approving payments easier.
• Creates custom invoices and automates recurring billing, ensuring clients are billed on time.

Drawbacks

• Offers more features than some small businesses need, which may take time to set up.
• Does not include payroll management, requiring businesses with employees to use a separate tool.
• Takes some time to learn, especially for those new to cleaning service software.

Financfy is a good fit for cleaning businesses that need more than just basic bookkeeping. It works well for companies managing multiple clients, tracking expenses, and dealing with seasonal cash flow changes.

How to set up accounting software for maximum efficiency

Setting up accounting software takes about 1 to 3 hours, depending on the size of your cleaning business and the features you need. A solo cleaner with a few clients can get up and running quickly, while a larger cleaning company with employees, multiple payment methods, and expense tracking may need more time to customize settings.

1. Organize your chart of accounts

Your chart of accounts should match the way your business earns and spends money. Cleaning service income, payroll, cleaning supplies, fuel costs, and equipment maintenance should all have their own categories. If your business serves both residential and commercial clients, setting up separate categories for each can help track which side of the business is more profitable.

2. Automate recurring transactions

Automating payments and invoices helps prevent late fees and missed payments. Setting up recurring invoices for regular clients saves time and keeps cash flow steady. Enabling automatic payment reminders ensures that clients pay on time, reducing the need to follow up manually. For expenses like rent, insurance, and software subscriptions, turning on auto-pay prevents unnecessary delays and keeps business operations running smoothly.

3. Sync bank accounts and payment systems

Linking your bank accounts and credit cards to your accounting software allows transactions to be recorded automatically. This eliminates the need to enter expenses manually and reduces the risk of errors. If your business accepts digital payments, integrating with platforms like PayPal, Stripe, or Square ensures that incoming payments match up with invoices, making tracking revenue and outstanding balances easier.

Adding Ramp to your accounting setup provides even more automation, categorizing transactions in real-time, syncing data seamlessly, and reducing time spent on expense tracking. Ramp also makes managing receipts and enforcing spending policies easier, ensuring your financial records stay accurate without extra work.

4. Track expenses by job

Every cleaning job has costs, from labor to supplies. Assigning expenses to specific clients or projects helps track profitability and keeps financial records accurate. Fuel costs can be a major expense for mobile cleaning teams, especially as gas prices fluctuate.

Recent industry data shows that fuel costs decreased by 3% for very small businesses but remained stable for SMBs with a 3% increase. Tracking these costs ensures businesses adjust pricing accordingly and maintain healthy profit margins. For businesses handling commercial cleaning contracts, breaking down costs by labor, materials, and overhead helps determine if pricing needs to be adjusted.

5. Set up payroll and contractor payments

Managing payroll through your business accounting software ensures that employees and subcontractors are paid correctly and on time. Setting up direct deposit simplifies wage payments and eliminates the need for paper checks.

If you work with independent contractors, configuring tax tracking for 1099 payments makes tax reporting easier at the end of the year. Keeping payroll integrated with your accounting system also helps track labor costs and plan for hiring when the business grows.

6. Use reports to track business performance

Running regular financial reports helps keep track of earnings, expenses, and overdue invoices. Reviewing profit and loss statements shows whether the business is making money or needs adjustments. Checking cash flow reports helps predict upcoming expenses and ensure there’s enough money on hand for business operations. Monitoring accounts receivable reports helps follow up on unpaid invoices, keeping revenue steady.

How does the right software keep your cleaning business profitable?

The right accounting software keeps cash flow steady, prevents missed payments, and helps control expenses. Many small businesses struggle financially because they lack a clear system for tracking income and costs.

Automation makes a big difference. Sending invoices on time, following up with overdue payments, and categorizing expenses correctly help businesses stay profitable. Tracking supply costs, payroll, and fuel expenses ensures money isn’t slipping through the cracks.

Ramp improves this process by automating expense tracking, categorizing transactions, and enforcing spending limits. It syncs with accounting software to cut down on manual work, reduce errors, and give business owners a clear view of their finances.

ofProfitability comes from control over spending and a clear picture of where money goes. The right software, combined with Ramp’s automation, helps cleaning businesses stay organized, avoid unnecessary costs, and keep more of what they earn.