Take Control of Your Numbers: Financial Strategies That Actually Work for Cleaning Businesses
If you're growing your cleaning business but still feel like you're broke, you're not alone.
In this episode of the Five Door Media Podcast, we welcomed Justin Boyd, founder of Cash Flow Co-Pilot, a fractional CFO and bookkeeping firm that specializes in home service businesses. Justin isn't your typical finance guy. He's a translator between spreadsheets and strategy, and he’s on a mission to help business owners move from financial chaos to clarity.
We covered a lot in this conversation, but here are the biggest takeaways every cleaning business owner should hear:
Stop Running Your Business Off Feelings
Many cleaning companies are making big decisions based on their gut and what's in the bank account, not real financial data. Justin calls this "flying by the seat of your pants," and it’s one of the most common traps he sees.
When you're not using numbers to guide your decisions, you’re just guessing. And that guesswork can keep even high-revenue businesses stuck in survival mode. Instead, Justin encourages owners to slow down, face their financial reality, and start using their numbers as a decision-making tool.
Profit and Cash Flow Are NOT the Same
Here's a concept that trips up a lot of owners: being profitable on paper doesn’t mean you have money in the bank. Profit is a number on your P&L. Cash flow is your ability to actually pay bills, payroll, and yourself.
Justin explains that cash flow is all about timing: when money comes in, when it goes out, and what’s left over. Too often, owners focus only on revenue and ignore the dance of expenses, debt payments, owner draws, and real-time cash movement.
The fix? Learn how to forecast cash flow, even if it’s just using a simple spreadsheet or tool. A 13-week cash flow forecast can be a game-changer.
Pricing Isn’t a Guess, It’s a Strategy
One of the biggest levers for profitability is pricing. And yet, many owners set their prices based on what competitors charge or what "feels fair."
Justin's approach is to reverse-engineer your pricing based on two things:
What it actually costs you to perform the service (including labor burden, tools and supplies, and inefficiencies like drive time)
The gross profit margins you need to be sustainable.
He also suggests using bundling, upsells, and "good-better-best" package options to increase gross profit without inflating labor.
Know Your Numbers, Even If You’re Not a "Numbers Person"
Justin gets it - a lot of owners didn’t get into this business to do math. But that doesn’t mean you’re off the hook.
He recommends setting up a simple weekly scorecard to track 3–5 core financial metrics: revenue, accounts receivable, and net cash flow are a great place to start. These numbers can help you spot issues before they become real problems.
Also, if you only have 30 minutes a week to focus on finances? Use it to:
Review your scorecard
Pick one issue to dig into
Ask "Why is this getting better or worse?"
Take one small action
That habit alone can move the needle in a big way.
Scale What Works, Not What’s Broken
Justin drops a truth bomb: "If you’re losing money now, scaling will just help you lose money faster."
Before you grow, make sure your current model is actually profitable. Instead of chasing more customers, consider raising prices for your existing ones. You might end up with fewer jobs, less stress, and more profit.
When you are ready to grow, map out the true cost: labor, vehicles, equipment, training, and delays in payment. Cash flow forecasting will help you scale responsibly, not recklessly.
Final Thought: Your Numbers Tell a Story - Make Sure You Like the Ending
Justin's parting advice? Stop being afraid of your numbers. They're not there to punish you. They're there to give you control. You don’t have to be a slave to what’s already happened in your business. You can change the story.
