Facility Services

Multiple contracts, multiple locations, one set of books. We track profitability by contract so you know which deals are worth keeping.

Every Contract Is Its Own Business

A building maintenance company in south Houston has 18 commercial contracts. Revenue is solid. The owner feels busy and assumes profitable. But when you ask which contracts actually make money, the answer is a shrug. The office park off 288 might be a gold mine or a money pit. Nobody knows because everything flows into one big bucket.

Facility services businesses grow by adding contracts. Property management, janitorial, building maintenance, security. Each one has its own labor requirements, supply costs, travel time, and billing terms. The financial picture gets complicated fast, and the books rarely keep up with the business.

Who This Covers

Property management companies, commercial building maintenance teams, security services, and any facility-focused operation in the Greater Houston area running multiple contracts across multiple locations.

What Makes It Complex

Different contracts with different terms. Fixed monthly fees on some, per-service billing on others. Workers split across locations. Supplies purchased in bulk but used at specific sites. Subcontractors brought in for specialized work. All of it needs to be tracked by contract or the numbers mean nothing.

What We Handle

We set up your books so every dollar of revenue and every dollar of expense ties back to a specific contract or property. Labor hours get allocated by site. Supplies get coded to the location that used them. Subcontractor invoices get tagged to the right job. You stop looking at one big number and start seeing the real story behind each agreement.

Beyond the monthly bookkeeping, we handle the compliance side that grows with your contract count. Subcontractors need W-9s on file and 1099s at year end. Sales tax on certain services needs to be filed correctly. Payroll needs to reflect the actual hours your people spend at each location. These details pile up if nobody is managing them.

Contract-Level Profitability

Revenue and all direct costs tracked by contract. Labor, supplies, equipment, subs. You see actual margins on each property you service. This is the difference between feeling profitable and knowing it.

Subcontractor and Vendor Tracking

We collect W-9s, track payments by vendor, and prepare 1099s at year end. If you bring in electricians, plumbers, or specialized techs as subcontractors, the paperwork stays organized instead of becoming a January scramble.

Where It Gets Messy

The most dangerous problem in facility services is the contract that quietly loses money. You signed it two years ago at a rate that worked. Since then, labor costs went up, supply prices increased, and the property manager started asking for extras that weren’t in the original scope. Your invoice stayed the same. Nobody ran the numbers to see that the margin disappeared six months ago.

The second problem is bidding blind. When a new opportunity comes up, you estimate based on gut feel because you don’t have reliable cost data from similar contracts. You either bid too low and lock yourself into a bad deal, or bid too high and lose the work. Without historical cost data by contract type and size, every proposal is a guess.

Scope Creep Without Price Adjustment

The property owner asks you to handle one more thing. Then another. It feels small each time, but the hours add up. Your fixed monthly fee was built for the original scope. Nobody tracks the added cost so nobody raises the rate. You end up doing 30% more work for the same money.

Bidding Without Data

You win a new 50,000 square foot building and price it based on what feels right. If you had tracked your costs on the last three buildings that size, you would know exactly what labor and supplies actually ran. Instead you guess, and if you guess wrong, you live with that number for the length of the contract.

What Changes

Contract renewal conversations happen with data in hand. You can show exactly what a property costs you to service and make a clear case for a rate increase. Or you can decide to walk away from a contract that stopped making sense. Either way, the decision is based on real numbers instead of a feeling.

New bids are built on history. You know what similar properties actually cost to maintain, including the hidden expenses that always show up. Your proposals are accurate and your margins are protected from day one. When it comes time to file taxes, your books are already organized by contract, and we make sure every vehicle expense, equipment purchase, and supply cost is captured properly.

Confident Contract Decisions

Keep the profitable ones. Renegotiate the ones that slipped. Drop the ones that don’t work. You make these calls based on actual margin data instead of revenue alone. That clarity changes how you grow the business.

Financials That Open Doors

Bigger contracts often require proof that your business is financially sound. Bonding companies, commercial property groups, and banks all want to see organized books. When you have clean financials ready to go, you compete for work that was previously out of reach.

Houston's Trusted Bookkeeping Firm