Facility Services
Bookkeeping and payroll for property management, building maintenance, and security companies. We track recurring contracts, run crew payroll, and deliver monthly reports so you always know where your operation stands. Backed by a CPA and Enrolled Agent.
The Industry
Facility service businesses run on contracts. Property management companies, building maintenance crews, and security services all share a similar model. You sign a client, deliver recurring service, and bill monthly. The revenue is predictable when you can keep the contracts and manage the work.
The challenge is that labor is your biggest cost. You have crews working at different sites, often on different schedules. Payroll gets complicated fast. And when you have ten or twenty contracts running at once, knowing which ones are actually profitable becomes harder than it should be without the right financial tracking in place.
Who This Covers
Who This Covers
Property management companies handling the operating side of building portfolios, building maintenance firms, commercial facility maintenance operations, and security guard services. Any business providing ongoing facility services under contract to clients.
The Friction
The Friction
Multiple contracts mean multiple revenue streams to track. Different sites mean crews spread out with varying hours and schedules. Equipment and vehicles need maintenance and replacement. It all adds up to books that get messy without the right attention and structure.
What We Handle
We keep your operating books clean and current. Every contract is tracked, every expense categorized, and every month closed out with reports that show you where the business actually stands. This is the foundation that everything else builds on. Without it, you are guessing at profitability and missing problems until they become serious.
Payroll is where a CPA and Enrolled Agent makes a real difference. Simona handles the payroll processing, tax deposits, quarterly filings, and year-end W-2s. The payroll taxes are calculated correctly and deposited on time. You do not have to wonder if something is being done wrong or worry about notices from the IRS showing up in the mail.
Contract-Level Tracking
Contract-Level Tracking
Revenue and costs tracked by client or contract so you can see which accounts are making money and which ones are eating margin. This data drives pricing decisions when contracts come up for renewal and helps you spot problems early.
Payroll Done Right
Payroll Done Right
Full-service payroll including tax calculations, deposits, and filings. Simona’s credentials as a CPA and Enrolled Agent mean the compliance side is handled by someone who knows the rules and stays current on them, not someone guessing at the requirements.
Common Problems
The biggest issue we see is owners who do not know their cost per contract. They know total revenue and total expenses for the month, but they cannot tell you whether the Jones property management contract is profitable or whether it is being subsidized by the Smith building maintenance deal. Without that visibility, bad contracts get renewed because there is no data showing the problem.
Payroll problems are close behind. Facility services businesses have crews, and crews have hours that vary week to week. When payroll is rushed or handled by someone without the right background, mistakes happen. Overtime gets calculated wrong. Tax deposits get missed or filed late. The IRS sends notices, and suddenly a routine payroll run has become a compliance headache.
Hidden Losers
Hidden Losers
Some contracts look good on paper but eat your time and your margin once you account for the actual labor, equipment, and oversight they require. Without tracking costs by account, you keep renewing bad deals because you cannot see the problem clearly.
Payroll Penalties
Payroll Penalties
Late deposits and missed filings come with penalties from the IRS and state agencies. A few hundred dollars here and there adds up over a year. More importantly, it signals a bookkeeping operation that is not under control and creates stress every pay period.
What Changes
You get a clear picture every month. You know which contracts are profitable and which ones need to be repriced or dropped. When a client asks for more services or a new prospect wants a quote, you have the data to price confidently instead of guessing and hoping you got it right.
Payroll stops being a source of anxiety. It happens on schedule, the taxes are handled, and you do not have to think about it. As the business grows and you add staff, the process scales without breaking. And when you are ready for more strategic guidance, the Fractional CFO service builds on this foundation to help you plan the next stage of growth.
Confident Pricing
Confident Pricing
Historical data shows what contracts actually cost to service, including the labor, equipment, and overhead that often get overlooked. Next time a renewal comes up, you negotiate from facts. You stop underpricing work because you did not understand your true costs.
Clean Foundation for Growth
Clean Foundation for Growth
With Full-Service Bookkeeping and Full-Service Payroll handled, the financial side of the business is solid. You can focus on adding clients and growing the operation without the books becoming a bottleneck or a liability.
New England's CPA-Led Bookkeeping Partner
The Next Step:
A Quick Conversation
We'll listen, ask a few questions, and show you exactly how we can help.