Facility Services
You keep buildings running. We keep your books straight so you know which contracts are worth keeping.
A Lot of Moving Parts
Facility services businesses share a common trait. You are managing work across multiple locations for multiple clients. Whether you oversee rental properties, send maintenance crews to commercial buildings, or staff security guards at different sites, every contract and every property generates its own financial activity.
That means income from different sources, expenses tied to specific jobs or locations, vendor payments that need to hit the right account, and payroll that might vary from site to site. When all of that gets dumped into one undifferentiated QuickBooks file, you lose visibility into what is actually working and what is quietly draining your resources.
Who This Covers
Who This Covers
Property management companies, building maintenance firms, commercial janitorial oversight, security guard services, and any business providing ongoing facility-related services under contract in the Jacksonville and Northeast Florida area.
The Challenge
The Challenge
Each contract or property is essentially its own profit center. Without tracking income and expenses at that level, you are flying blind on profitability and making decisions based on gut feeling instead of real numbers.
What We Handle
We set up your books so that every dollar of revenue and every expense is tied to a specific property, contract, or client. This per-contract tracking gives you a clear picture of which relationships are profitable and which ones need renegotiation. For property management companies, we handle trust accounting. That means keeping owner funds completely separate from your operating account and reconciling both every month.
For maintenance and security companies, we manage accounts payable so your vendors and subcontractors get paid on time and every payment is properly recorded. We handle 1099 preparation for your subcontractors and keep payroll organized when you have crews working different sites at different rates. If your books are months or years behind, we start with a catch-up engagement to get everything current before moving to monthly service.
Trust Accounting
Trust Accounting
Property managers are often required by law to keep tenant security deposits and owner funds in separate trust accounts. We set up and reconcile those accounts monthly so you stay compliant and avoid legal exposure. This is something we have direct experience with and take seriously.
Contract Profitability
Contract Profitability
We track revenue and direct costs by contract or property. You see exactly how much each client relationship is generating after labor, materials, and overhead are accounted for. That information drives better pricing on renewals and smarter decisions on new bids.
Where Things Break Down
The most common problem we see in facility services is commingled funds. Property managers mixing owner money with their own operating dollars. Maintenance companies depositing payments from different contracts into one account without tracking which dollars belong where. It starts as a convenience and turns into a compliance issue or a cash flow crisis when you realize money you thought was available actually belongs to a property owner.
The other problem is work that gets done but never billed. A maintenance crew handles an emergency repair on a Saturday. A security guard picks up extra hours to cover a no-show. Nobody logs it against the right contract. The client never gets invoiced. Over a year, those missed charges add up to thousands of dollars walking out the door.
Commingled Funds
Commingled Funds
Mixing trust funds with operating funds is one of the fastest ways to lose your property management license in Florida. Even if you are not in property management, failing to track income by source makes it impossible to know your true financial position. We see this constantly and it is always fixable, but the sooner you address it the better.
Unbilled Work
Unbilled Work
Crews perform extra work at a site. It does not get logged against the right contract. The client never gets invoiced for the additional hours or materials. Over a full year, those missed charges represent real money. Proper job and contract tracking catches this before it becomes a pattern.
What Changes
You stop guessing about which contracts make money. The numbers are there, broken out by property or client, showing exactly what you earned and what it cost. When a contract comes up for renewal, you negotiate from a position of knowledge instead of hope. When a new opportunity shows up, you price it based on real data from similar work you have already done.
The compliance side gets handled quietly in the background. Trust accounts are reconciled. 1099s are filed on time. Payroll runs correctly. Your CPA gets clean financials at tax time without the usual last-minute scramble. You spend your time managing properties and crews instead of chasing down receipts and trying to fix a QuickBooks file that hasn’t been touched in months.
Clear Financial Picture
Clear Financial Picture
Monthly reporting by contract or property showing revenue, direct costs, and margin. You see the health of each client relationship and your overall business at a glance. No surprises at the end of the quarter or the end of the year.
Room to Grow
Room to Grow
When your books are clean and your numbers are reliable, you can take on new contracts with confidence. You know your capacity, your costs, and your break-even point. Growth becomes a calculated decision instead of a leap of faith.
The First Coast's Trusted Bookkeeping Partner
The Next Step:
A Free Discovery Call
Tell us where things stand with your books. Whether you're months behind or just looking for reliable bookkeeping going forward, we'll give you an honest assessment and a clear price.