Facility Services
You keep other people's buildings running. We make sure the numbers behind your own business get the same level of attention.
The Business Behind the Buildings
Facility services companies keep other people’s properties functioning. Property managers handle tenants, maintenance vendors, and owner reporting. Building maintenance companies clean, repair, and service commercial spaces under recurring contracts. Security firms staff guards and patrol routes across multiple client sites. The work happens at other people’s locations, but the financial obligations land squarely on your books.
The common thread across all of these is that revenue comes from contracts and costs come from labor, supplies, and equipment spread across multiple sites. The margin between what you charge and what it actually costs to service a property is often thinner than it looks. When you are managing 10 or 30 client locations, the financial picture gets complicated in ways that a single-location business never has to deal with.
Who This Covers
Who This Covers
Property management companies, commercial building maintenance providers, janitorial service firms, security companies, and other facility-related businesses in the Riverview, South Shore, and greater Tampa Bay area. Anyone servicing multiple client sites under recurring contracts with crews in the field.
What Makes It Different
What Makes It Different
Revenue is tied to contracts with fixed pricing, but costs fluctuate. Labor needs shift by season or tenant turnover. Supply costs creep up. Equipment breaks. You can lose money on a contract for months without realizing it because the losses are hidden inside aggregate numbers that still look fine on the surface.
What We Handle
The most important thing for a facility services business is knowing what each contract actually costs to service. That means tracking labor hours by site, allocating supply costs to specific clients, and factoring in vehicle expenses, equipment wear, and overhead. We set up your QuickBooks so every dollar of revenue and expense is tied to a contract or property. The result is reporting that shows you which accounts make money and which ones are quietly draining it.
Beyond the tracking, we handle the operational accounting that eats your time. Payroll for crews working across multiple locations with varying hours and overtime. Bill payment to vendors and suppliers. Invoicing clients on schedule. Sales tax filings. Business and personal tax returns prepared by a CPA who understands how service businesses work in Florida. If you need help with budgeting, cash flow projections, or bigger-picture financial decisions, we do that too.
Contract-Level Financial Tracking
Contract-Level Financial Tracking
Revenue and expenses tracked by client, property, or contract. Labor hours allocated by site. Supplies and materials coded to the right account. Monthly reporting that shows profitability per contract so you can see exactly where your margins stand and which accounts need attention or renegotiation.
Payroll, Tax, and Day-to-Day Accounting
Payroll, Tax, and Day-to-Day Accounting
Payroll processed for your crews with overtime calculated correctly and tax deposits handled. 1099s prepared for subcontractors. Business tax returns filed with deductions captured for vehicles, equipment, and operational expenses. Monthly bookkeeping closed on time so your financials are always current and accurate.
Where Things Go Wrong
The biggest problem in facility services is not knowing your true cost to service a contract. You bid a building maintenance job at $4,500 a month thinking it covers labor and supplies with room to spare. Six months in, you have added a crew member because the scope expanded through informal requests. Supply costs went up. Your experienced tech is pulling overtime every other week. The contract that looked profitable at signing is now breaking even or worse, and you would never know it without contract-level numbers.
Payroll is the other pain point. Crews working different hours at different sites with varying pay rates and overtime rules create a payroll process that takes hours to get right each period. Many owners handle this themselves on Friday afternoons or delegate it to someone in the office who is figuring it out as they go. Mistakes happen. Tax deposits get missed or calculated incorrectly. By the time you find out, there are penalties attached.
Underbidding Without Knowing It
Underbidding Without Knowing It
Without historical cost data by contract, every new bid is a guess. You estimate labor and supplies, add a margin, and hope it works out. If your last three similar contracts actually cost 15% more than you thought, you are building that same loss into every new proposal. The pattern repeats until cash gets tight and you can’t figure out why.
Worker Classification and Compliance
Worker Classification and Compliance
Some facility services businesses use a mix of employees and subcontractors. The IRS draws a clear line between the two, and getting it wrong creates real problems. If you are treating workers as 1099 contractors but controlling their schedule, location, and methods, you may be looking at reclassification, back taxes, and penalties. We make sure the structure is right and the paperwork supports it.
What Changes
You start seeing your business at the contract level instead of just the bank account level. You know which properties generate healthy margins and which ones need to be renegotiated or dropped. When a prospective client asks for a bid, you pull up data from similar contracts and price the work based on what it actually costs, not what you hope it costs.
The back-office work stops falling on your shoulders. Payroll runs on schedule without you calculating hours at your kitchen table. Bills get paid on time. Invoices go out when they should. Tax season is handled by a CPA who already knows your numbers because we have been closing your books every month. You spend your time managing operations and growing the business instead of wrestling with spreadsheets and tax forms.
Confident Pricing and Smarter Growth
Confident Pricing and Smarter Growth
Historical contract data tells you exactly what it costs to service different types of properties. You stop guessing on bids. You take on new contracts knowing they will be profitable. When it is time to add crews or vehicles, the decision is backed by numbers that show you can support the expansion.
Clean Books and Time Back
Clean Books and Time Back
Monthly financials closed and accurate. Payroll handled without your involvement. Tax returns prepared with every deduction captured for vehicles, equipment, supplies, and operational costs. Quarterly estimates set so April is not a surprise. You get back the hours you were spending on accounting and put them toward running your business.
Tampa Bay's Small Business CPA Firm
First Step:
A Short Conversation
Tell us about your business and where you need support. We'll walk through your situation, answer your questions, and give you a clear quote.
