What Cleaning Business Software Will Cost Your Team

◆ Last updated October 2, 2026

A low seat price can be useful, but it does not tell you what will leave your bank account. This cleaning business software cost guide helps you compare full bills for your own team. You can use the worksheet below without an account or email signup.

About this guide: CleanerHQ publishes it and sells software for cleaning businesses. We checked the linked pricing sources on September 14, 2026. The worked example explains the math; it is not a claim that our tool is the cheapest.

Get the cost comparison worksheet

Download the free cleaning software cost worksheet (.xlsx). It has one filled example and space for two more quotes. Open it in Excel or import it into Google Sheets.

• Change the yellow cells. Start with office users, crew users and monthly card payments.
• Get a price for that team from each vendor. Changing the user count in the sheet does not fetch or change a vendor quote; update the subscription too.
• Enter the full yearly subscription and select 12 months if you pay yearly. Select 1 for monthly billing.
• Fill each cost field. Use 0 only when you know a charge does not apply. Leave an unknown charge blank and ask for it.
• Read the totals at the top. Keep any unanswered questions beside the quote.

Compare plans for the same people and work

List who needs a login and what each person must do. An owner who also cleans may only need one owner account. Check the roles before paying for that person twice.

Person	What to check
Owner or office helper	Can they quote, change the schedule, bill clients and see costs?
Cleaner or crew leader	Can they see assigned visits and notes, record work and report a problem?
Bookkeeper	Do they need a paid login, an export or a link to your accounting tool?

Ask for the lowest plan that covers your actual work. A cheap single-user plan is not an equal comparison with a plan for your whole crew. The Jobber pricing page, for example, has both team-size and billing choices. Set those before copying a price.

Write down the plan name, user limits, country, currency, billing period and date checked. Record when any offer ends and the renewal price. A yearly plan shown as a monthly amount may need a full year paid up front.

Add payment fees once

Card fees pay for collecting money from clients. They are separate from the software subscription. A published processing rate can already include the processor’s charge, so do not add a second Stripe fee unless your written quote says it applies.

Our earlier version wrongly described ordinary card-processing rates as a second charge on top of Stripe. It also left processing out of some totals. We have removed those comparisons.

A claim of “no payment markup” means the software company adds no extra cut. You still pay the processor. This applies when you connect your own Stripe account to CleanerHQ too.

For one flat card rate, use: monthly card payments × percentage fee + number of payments × fixed fee. Count payments collected, not every invoice sent or every cleaning visit. A deposit and final payment may be two transactions.

Stripe’s US pricing lists 2.9% plus $0.30 for standard domestic cards. That is not a rate for every country or payment type. Housecall Pro’s payment guide also shows why the collection method matters: standard customer-entered online cards and manually entered or saved cards have different rates.

For mixed payment methods, use a recent fee statement or a full quote. Enter that monthly amount in the sheet’s payment-fee override. It replaces the simple card calculation. Do not add both. Include bank-payment fees there or under other ongoing costs, once.

Work out your cleaning business software cost

Suppose you need one office account and four crew accounts. CleanerHQ’s published first-year seat rates are $19 per office user and $5 per crew user per month. The seat bill is $39.

For this teaching example, assume the business collects $15,000 through 100 card payments each month. Use the example US card rate of 2.9% plus $0.30. Assume no paid extras, tax or paid setup, so we can see those two costs clearly.

Cost	Calculation	Amount
Seats each month	$19 + (4 × $5)	$39
Percentage card fee	$15,000 × 2.9%	$435
Fixed card fee	100 × $0.30	$30
Total card fees	$435 + $30	$465
Monthly seats and card fees	$39 + $465	$504
First year, same use each month	$504 × 12	$6,048

The $504 is before paid extras or tax. The $6,048 is also before setup costs. These are not complete quotes. Text packs and the phone helper cost extra at CleanerHQ, and its pricing page does not give a fixed renewal rate. Get those amounts before deciding.

The filled workbook also uses an assumed six hours of your own unpaid setup time at $25 an hour. That is $150 of time, shown apart from cash bills. Including that time gives $6,198 for the example’s first year. Replace it with your own estimate.

Check the costs that are easy to miss

Cost	Question to ask
Text messages and phone tools	What is included, and what happens when I go over?
Extra tools	Will I still need my accounting, payroll or booking app?
Payment extras	Do saved cards, bank payments, disputes, refunds or faster payouts change fees?
Setup and equipment	Will I pay for training, imports or a card reader?
The move	How long will I keep paying for my old tool? What records can I export?
Tax and renewal	What tax applies, and what will the next term cost?

Only add tools you need. Do not count a phone add-on in two rows or count paid training again as your own unpaid time. If a staff member trains during paid hours, include that wage cost in paid setup; the owner-time row is for time that is not already in the cash budget.

Send this quote request

I run a cleaning business with [number] office users and [number] crew users. We need [list of tasks]. We collect about [amount] across [number] card payments each month, using [payment methods]. Please quote the plan, user limits, billing period, required extras, payment fees, setup costs and tax. Please include the first charge date, offer end date, renewal price and cancellation terms.

Decide whether a move is worth it

Keep the budget beside a short list of problems you want to solve. If your current tools handle bookings and bills well, you may be better off keeping them. A cheaper plan that adds office work can cost you time every week.

• Try one recurring cleaning and change one visit date.
• Have a cleaner find the job notes using the right access level.
• Draft an invoice without sending it to a real client.
• Check how to get your client list and job records back out.
• Track the time needed, then compare it with your current process.

Count savings you can explain, such as a tool you can cancel. Treat hoped-for time savings as an estimate until you have tried the work. Our cleaning business apps guide can help you list the tasks to cover.

Common questions

Does zero payment markup mean free card payments?

No. It means no extra platform cut is added. The processor can still charge fees, which belong in every option’s budget.

Should I use total revenue in the card-fee formula?

Use the amount actually paid by card. Cash, checks, unpaid invoices and bank transfers do not all use the same fee. Add other payment costs separately, or use a full monthly fee quote as the override.

Can I compare annual and monthly plans?

Yes. Divide a full yearly subscription by 12 to compare average monthly costs. Also check when cash is due. Paying a year up front is different from twelve monthly bills, even if the average is lower.

What should a solo cleaning owner buy?

Start with the work you need help with and a budget you can afford. You do not need a large team plan just because you hope to hire later. Check the cost of adding users when that time comes.