Use comparable inputs
Start with the included cost and customer price from the original estimate. For the actual column, collect the corresponding labor, supplies, travel, overhead and other expenses. If one column includes owner labor and the other excludes it, fix that mismatch before interpreting the variance.
Use the same currency and treatment of tax in both columns. A customer price including tax compared with revenue excluding tax creates a misleading shortfall. The tool does not calculate tax or accounting revenue recognition; use figures prepared on a consistent basis.
Follow an example through both columns
Suppose you estimated 120 currency units of included cost and quoted 180. Estimated contribution is 60 and estimated margin is 33.33%. The completed job actually costs 145 and you collect 170 after a discount. Actual contribution is 25, or approximately 14.71% of the collected amount.
The total contribution change is minus 35. Increased cost explains minus 25, and reduced revenue explains minus 10. The comparison tool presents those amounts separately. This example is synthetic; it is not a reported customer outcome or an expected cleaning-business return.
Trace the cost difference to a cause
Look at cleaner-hours first, then purchases and travel. An extra hour may reflect an incomplete scope, poor access, unexpectedly dirty areas, training or an optimistic estimate. Those explanations suggest different actions. Raising every future quote by the entire variance could misprice unrelated jobs.
If the difference came from an added service, update the scope and discuss a change-order process. If it came from repeated travel, review scheduling. If a supply purchase will serve several jobs, allocate it consistently rather than placing the full purchase into one job and none into the rest.
Change one assumption you can check
Write a short note alongside the next estimate: the assumption changed, the reason and what you will observe. For example, budget the observed laundry handling time for the same linen scope, then check it after the next visit. Keep a separate record for exceptional events.
The tool compares individual jobs; it does not establish business-wide net profit. Periodic accounts still need to reconcile all income and expenses. Use the downloadable results as working records, and remove customer details before sharing an example publicly or requesting help.
How this guide was prepared
Written with AI assistance and checked against the published calculation method and worked examples. StayReady does not claim field research or local cleaning-rate expertise. Read our method and limitations.