There are many reasons to maintain a custodial equipment checklist, but did you know that your janitorial business budget is one of them?

Creating a reliable budget is vital to the success of your cleaning company because it can help you prepare for the unexpected. While you can make estimations, it’s definitely best to take the time to calculate your exact monthly expenses. You’d be surprised how much money a custodial equipment checklist can save when you record your inventory properly.

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Custodial Equipment Checklist

Five of the best budget benefits of your custodial equipment checklist

1. Monitor the total cost of janitorial equipment.

Part of developing a reliable janitorial business budget is tracking all your business’s equipment costs. Aside from investing in hiring and training a cleaning team, one of the most significant investments a cleaning company can make is in the tools they use. It’s important to remember the total cost of ownership goes beyond the original purchase price. There may be delivery fees or an extended service plan at the time of purchase. Over time, there will also be expenses to keep the equipment properly maintained. By keeping a checklist, you can monitor the cost throughout the lifespan of your tools, helping you make better purchase decisions going forward.

2. Prepare for unexpected equipment replacement.

All cleaning equipment has a life expectancy. Plus, accidents happen, and sometimes, things just break. If you don’t plan ahead and set money aside for these instances, you risk bad reviews from not being able to serve contracted clients. When you monitor your custodial equipment inventory, it’s easier to budget for items that break down and need to be replaced. Add details to your custodial equipment checklist such as the purchase date and last time maintenance was performed. This information makes it easier to see which tools you need to save for next.

3. Cut business expenses.

By keeping a detailed checklist of each piece of equipment in your inventory, it’s easier to prevent unnecessary spending. When you can see which items are in stock, you can avoid the purchase of duplicate tools or devices that never get used. It’s also easier to keep track of lost or stolen items if you add a column to keep track of which employee has each piece of equipment, and when. You may even discover that you are paying for things you don’t really need. When everything is in an easy to read checklist, it’s easier to see which expenses are essential, and which can be modified or eliminated entirely.

4. Give more precise quotes.

There are many things to consider when calculating client cleaning quotes. Beyond the size of the job and cleaning solutions, it’s necessary to factor in equipment costs and their cleaning efficiency rates. By using a custodial equipment checklist, you will see that over time, it’s a lot cheaper to buy tools that help you work more efficiently than it is to purchase inexpensive manual tools.

Efficiency is a significant factor to consider when giving cleaning quotes. Say your best floor cleaning machine breaks down. Sure, you could spend less on a traditional mop, but hand-mopping takes a lot longer than using an electrically powered floor cleaning machine. While it costs more than a mop to purchase and maintain a floor cleaning machine, you can accomplish large jobs faster. One person can service more customers in one day, reducing salary expenses. You can offer more competitive rates, which will attract even more clients.

5. Reduce insurance premiums.

Commercial property insurance policies are what cover the loss or damage of business assets such as cleaning equipment and supplies. Most insurance agents request that you provide them with a current inventory list so they can track which items need coverage. By maintaining a custodial equipment checklist, your inventory list will always be readily available. Insurance costs can be controlled because it’s easier to keep track of which items remain on your policy and which need to be removed.

Make your janitorial budget stronger by making a custodial equipment checklist.

To create your own custodial equipment checklist, start by listing all substantial janitorial tools and equipment. If you find it easier to document equipment with a pen and paper, when you’re finished, convert your checklist into a digital spreadsheet. The list will be easier to read if you categorize the cleaning devices by type, then by make and model. You may also find it helpful to record the purchase date, price, and the serial number of each item.

  • Vacuums
  • Carpet cleaning machines and extractors
  • Floor scrubbers
  • Air movers
  • Air scrubbers
  • Pressure washers
  • Steam cleaners
  • Tile and grout cleaning tools

Don’t forget to add manual cleaning tools that require routine replacement. Even though they’re not complex machines, these tools can have a significant influence on what you’re spending each month. Add these janitorial items to your checklist to see just how often they are being purchased or replaced.

  • Mops
  • Brooms
  • Dusters
  • Microfiber cloths
  • Buckets
  • Caddys
  • Spray bottles
  • Sponges
  • Brushes & scouring tools
  • Trash receptacles and bags
  • Paper towels
  • Personal protective gear (gloves, masks, safety goggles, etc.)

Creating a custodial equipment checklist takes time, but the benefits to your budget are well worth it. Remember, the more detailed your equipment checklist is, the more precise your budget can be. Make sure your spreadsheet has all the information you need to make better financial decisions for your cleaning business.

  • Equipment name
  • Purchase date
  • Serial number
  • Warranty or extended service plan
  • Last performed maintenance
  • Cost of repairs
  • Which employee is using this equipment?

Don’t overlook the most valuable piece of custodial equipment

There’s no doubt that the right equipment can make a huge difference in the future of your cleaning business. One piece of custodial equipment you don’t want to ignore is your janitorial software suite. Choosing the right software company will take the stress out of monitoring your team’s overall efficiency and accountability, whether you’re in the office or on the job. Janitorial Manager software provides invaluable tools that make it even easier to maintain a down-to-the-dollar budget for both you and your valued clients.

Manage projects, stay in touch with clients, and more with Janitorial Manager. Contact us for a free demo right now and see how it works!