A janitorial bookkeeper records the money side of a commercial cleaning company: supply bills, bank deposits, payroll entries and the costs behind each building under contract. They close each month on time so leaders can see which cleaning accounts make money and which don't.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, building services companies · BLS, May 2025
The Bookkeeper supports the home services business by maintaining accurate financial records, reconciling accounts, and managing vendor payments, with a focus on supporting our janitorial operations and overall efficiency. This role ensures financial transactions are recorded timely and accurately to facilitate smooth operational and administrative functions.
2. Essential Duties and Responsibilities
Record and process daily financial transactions accurately.
Reconcile monthly bank statements and accounts with supporting documentation.
Manage vendor invoices and ensure timely payments for janitorial supplies and services.
Maintain and update expense reports and budget records.
Assist with the preparation of financial statements and reports.
3. Key Tasks / Daily Activities
Review and validate journal entries and supporting documentation each day.
Process invoices and vendor payments with precision and timeliness.
Monitor and track financial discrepancies, addressing issues immediately.
Update and maintain the ledger to reflect current financial status.
Collaborate with the janitorial operations team to ensure proper allocation of expenses.
Communicate with vendors regarding payment terms and account discrepancies.
4. Key Performance Indicators (KPIs)
Transaction Accuracy Rate: ≥ 99%.
Month-end reconciliation completion within 5 business days.
Vendor payment processing time: 95% processed on time.
Financial report error rate: <2% per reporting period.
5. Required Qualifications and Skills
Associate’s or Bachelor’s degree in Accounting, Finance, or a related field.
Minimum of 2 years of bookkeeping or related financial record-keeping experience.
Proficiency in accounting software (e.g., QuickBooks) and strong MS Excel skills.
Excellent attention to detail and strong organizational skills.
6. Preferred Experience
Prior experience in the home services or janitorial industry.
Familiarity with vendor management and invoicing processes.
Experience with budgeting and financial reporting in a small to medium-sized business.
Proven ability to manage multiple tasks in a fast-paced environment.
7. Physical Requirements
Ability to sit for extended periods while working at a computer.
Occasional standing and walking around the office or operational areas.
Minimal lifting (up to 10 lbs) may be required for handling documents or office supplies.
Ability to work in an environment that may occasionally experience fluctuations in temperature.
8. Work Environment and Schedule
Standard office environment with a focus on teamwork and collaboration.
Typical work hours: Monday through Friday, 8:00 AM – 5:00 PM.
Limited travel between office and operational sites as needed.
Occasional on-call duties for month-end or urgent financial reporting deadlines.
9. Compensation and Benefits
Annual salary range: $40,000 - $50,000 USD.
Eligibility for performance-based bonuses.
Health, Dental, and Vision insurance benefits.
401(k) plan with company matching contributions.
Additional fringe benefits may include paid time off and professional development opportunities.
10. Company Culture and Overview
We foster a collaborative and innovative work environment that encourages professional growth and a strong commitment to customer satisfaction.
Our company values transparency, accountability, and teamwork, ensuring every team member can excel and contribute meaningfully.
We are dedicated to creating an inclusive culture where creativity and continuous improvement are supported and rewarded.
11. How to Apply
If you meet the above criteria and want to be part of a growth-oriented company focused on customer satisfaction, please send your resume to [INSERT EMAIL HERE] or apply online at [INSERT WEBSITE LINK HERE].
Need help filling this role? HireBus posts the ad, Iris interviews every applicant by phone before you do, and you decide who to hire. Start hiring now
A cleaning company runs on hourly payroll for evening crews and a stack of building contracts. That shapes what the books have to show.
Each building is its own profit line
A cleaning contract sells for a set monthly price, and the hours behind it are the main cost to watch. Code each cleaner's time, the paper and liners, and any floor or carpet extras to the building they served. When a cleaner moves between sites, the cost should move too. The CFO can then see which buildings lose money before a contract comes up for renewal.
Two pay rates in one week
A cleaner may earn one rate as a day porter and another on a night route, or more for floor work. Under federal rules, when someone works two kinds of jobs at different rates in one week, the default regular rate is a weighted average: total pay divided by total hours at all jobs. Overtime is figured from that rate, so check that payroll does it before it posts. Source: 29 CFR 778.115, employees working at two or more rates (eCFR).
Uncashed final checks go to the state
Night crews turn over, and some final checks never get cashed. Flag them in each bank reconciliation rather than letting them sit. Each state sets a time after which unclaimed wages must be reported to it. Tennessee's Treasury lists one year for wages and wage-related checks. Try to reach the worker first, then report on the state's schedule. Source: Tennessee Department of Treasury: unclaimed property dormancy periods (updated June 2026).
Pay cards have to be a choice
Some cleaners don't have a bank account, and a pay card can be the simple answer. Federal Regulation E says no one may require a worker to open an account at a particular institution as a condition of employment. Offer direct deposit or a paper check too, and keep each worker's signed choice on file. State pay card rules vary, so check yours. Source: 12 CFR 1005.10, Regulation E rules on payments tied to employment (eCFR).
How much janitorial bookkeepers make
The closest BLS group for janitorial bookkeepers is bookkeeping, accounting, and auditing clerks. Bookkeeping, accounting, and auditing clerks who work for building and home services companies earned a median of $22.50 an hour ($46,790 a year) in May 2025, according to the Bureau of Labor Statistics. That’s below the $50,670 median for bookkeeping, accounting, and auditing clerks in all industries. About 17,470 of the 1,373,680 bookkeeping, accounting, and auditing clerks in that survey work for building services companies.
Often salaried, as this template is, with a performance bonus on top. Its range falls within what BLS reports for building services companies.
Building services companies
$46,790$46,790 median Middle half $40,700–$56,960 10th–90th $32,590–$67,710
All industries
$50,670$50,670 median Middle half $43,520–$61,470 10th–90th $36,000–$74,550
$20k$30k$40k$50k$60k$70k$80k
10th–90th percentileMiddle halfMedianAnnual pay, May 2025. Source: BLS Occupational Employment and Wage Statistics.
Annual pay by percentile
Group
10th
25th
Median
75th
90th
Building services companies
$32,590
$40,700
$46,790
$56,960
$67,710
All industries
$36,000
$43,520
$50,670
$61,470
$74,550
BLS doesn’t publish pay for janitorial companies on their own. These figures cover services to buildings and dwellings, which include them. Post a real range for your market in the ad.
The pay line in the template above is an example from our Role Blueprint. Set yours from these figures and what local companies pay.
Skills to hire for, and what you can teach
Hire for these
Two or more years of full-cycle bookkeeping, through bank reconciliations and month-end close
Hands-on QuickBooks or a similar ledger, plus Excel lookups and pivot tables
Care with hourly payroll entries, including overtime for people paid more than one rate
Polite, steady follow-up with supply vendors when a bill doesn't match the order
Discretion with pay records and bank details
Teach these on the job
Your chart of accounts and the code for each building
How contracts, extra work orders and supply deliveries are set up in your system
Your payroll provider's reports and how they post to the ledger
State rules where you clean, such as when unclaimed wages get reported
Who approves bills for each branch
Many cleaning companies run their ledger in QuickBooks Online or something like it, take payroll from an outside provider, and pull hours from the time clock app crews use on their phones. Name your accounting, payroll and scheduling software in the ad.
Janitorial bookkeeper interview questions
Two of the 6 questions we'd ask, and what a strong answer sounds like. Ask every candidate the same questions, and rate each answer on your own before you compare notes.
Situational · Vendor invoice review
A supply vendor's invoice for one building is three times last month's. What do you do before paying it?
A strong answer: Checks it against the purchase order and what was received, asks the site supervisor whether usage changed, looks for a pricing or coding error, and holds payment until it's explained.
Behavioral · Investigating discrepancies
Tell me about a time a bank, payroll or vendor balance didn't tie out and you couldn't explain it at first. How did you work it out?
A strong answer: Walks through the steps (pulled the detail, matched line by line, asked the right person), names the cause, such as a duplicate payment or labor coded to the wrong building, and what they changed.
The template's targets are examples. Choose yours once you've seen several closes and vendor cycles, and go over them with the CFO.
Transaction Accuracy Rate
Have the CFO or controller sample entries each month and count those that needed a fix: wrong account, wrong building code, wrong amount or wrong date.
Month-end reconciliation completion within 5 business days
Log the date each bank, credit card and payroll account is reconciled and signed off, and compare it with the start of the new month.
Vendor payment processing time
From the bill pay report, check whether each payment went out by the vendor's terms, and note any late fees or missed early-pay discounts.
Financial report error rate
Count the corrections made after reports reach the CFO, such as a reclass or a missed accrual, and track them across each reporting period.
Career path
Accounts payable or payroll clerkEnters supply bills and timecards and learns each building's code.
BookkeeperKeeps the ledger, payroll entries and monthly close for every branch.
ControllerRuns the close, sets controls and builds building-level reports.
Should a janitorial bookkeeper also process payroll?
It depends on headcount. A cleaning company with hundreds of hourly cleaners runs a big payroll every cycle, with timecard fixes, new hires and final checks. Some companies give processing to a payroll specialist or HR and have the bookkeeper record and reconcile it. If one person does both, decide who approves the payroll register before it's funded.
How much does a janitorial bookkeeper make?
Bookkeeping, accounting, and auditing clerks who work for building and home services companies earned a median of $22.50 an hour ($46,790 a year) in May 2025, according to the Bureau of Labor Statistics. The middle half earned between $40,700 and $56,960 a year. Pay also depends on your local market, experience and overtime.
What does the bookkeeper need from field supervisors each week?
Approved timecards for every building, with a note on any cleaner who moved sites or worked at a different rate. Signed slips for supplies dropped at buildings. Completion notes for extra jobs such as floor stripping or carpet cleaning, so the costs land in the right week. When these arrive late, the close usually does too.
Can a bookkeeper from another industry do this job?
Yes, if they've handled hourly payroll for a large staff and tracked costs by location. Staffing agencies, security guard firms and property management companies work much the same way: many workers, many sites, contracts billed monthly. Someone from a small office with salaried staff will need more time to learn overtime math and building-level costing.
What do the bookkeeper template's standing, lifting and temperature lines mean?
They describe a few tasks around the desk work. The bookkeeper may carry files or a case of printer paper, walk to the supply room to check a delivery against its bill, and visit a branch office or storeroom that isn't heated or cooled like the main office. Spell the duties out for applicants. If the supply room trips or storeroom visits would be hard for someone, talk through an accommodation.
