Medical Office Cleaning Costs: $130K CAPEX, $619K Cash

Based on the researched planning model, the cost to start a medical office cleaning business includes $130K in startup CAPEX before adding payroll runway, insurance, compliance, marketing, and operating cash The largest planned asset costs are $75K for company vehicles, $25K for specialized cleaning equipment, $10K for office setup, and $5K for initial high-value supplies Early monthly overhead also matters: fixed costs are $43K per month, and Year 1 payroll is $200K for one operations manager and three cleaning technicians Actual costs vary by state, service scope, staffing model, client requirements, and how fast contracts convert to cash

Calculate Fuding Needs

Startup cost summary

This table shows startup asset costs and the excluded launch cash reserve for a medical office cleaning service.

Highlighted CAPEX$122,000Base planning example

Excluded cash needs$619,000Outside CAPEX total

Funding need$741,000CAPEX + excluded cash needs

Cost Category	Base Estimate	Main Cost Driver	CAPEX Calculator
Company Vehicles (Initial Fleet)	$75,000	Fleet size and vehicle spec	Yes
Specialized Cleaning Equipment	$25,000	Healthcare-grade equipment and cleaning tools	Yes
Office Setup & Furnishings	$10,000	Leasehold setup and basic office furnishings	Yes
Website & Branding Development	$8,000	Launch site, brand assets, and setup work	Yes
IT Hardware & Network Setup	$4,000	Devices, network gear, and setup	Yes
Working Capital Reserve	$619,000	Month 29 cash trough from payroll, rent, and ramp-up	No

Estimate Startup Costs with Calculator

Startup CAPEX Calculator

Estimates capitalized startup assets only for a medical office cleaning launch.

What this excludes This block covers capitalized startup assets only. It excludes inventory, payroll runway, deposits, debt service, working capital, rent, insurance premiums, chemicals, and other operating costs.

What does the CAPEX view show?

The Medical Office Cleaning Financial Model Template shows CAPEX and startup costs. Review timing, costs, depreciation/amortization, and $619K need.

Screenshot highlights

$130K launch assets
Month 1-6 timing
Month 10 breakeven, 45-month payback

Medical Office Cleaning Financial Model capex inputs showing capital expenditure categories and timing, letting users customize equipment, fit-out and maintenance costs for accurate cash needs and scenario-ready planning.

Compare 3 Startup Cost Scenarios

Scenario table

Scenario scale moves fast here because vehicles, payroll, and working capital rise as client count grows. Lean keeps cash use tight; Full buys speed but needs more runway.

Lean, Base, and Full launch cost comparison
Scenario	Lean LaunchLowest cash strain	Base LaunchModeled base case	Full LaunchFastest scale
Launch model	Owner-operator launch with a tight route map and slower client add-ons.	Modeled base case with the planned capex stack and a steady contract ramp.	Multi-client launch with broader coverage, bigger crews, and stronger working capital.
Typical setup	Run with a small crew, limited vehicles, and a narrow service list.	Use the source plan with full starter capex, 3 cleaning technicians, and standard overhead.	Launch with more crews, more vehicle capacity, and enough cash to support a faster ramp.
Cost drivers	Small crew payroll limited vehicles basic equipment lower marketing	Vehicle fleet specialized equipment Year 1 payroll launch marketing office overhead	More crews more vehicles heavier marketing working capital supervisor layer
Planning rangeCAPEX only	Lowest cash strainSmallest funding need	Modeled base caseBalanced funding need	Highest working capitalHighest cash need
Best fit	Best for founders who want a controlled start and can handle some field work themselves.	Best for operators who want the planned setup and a clear path to grow into the model.	Best for teams with signed pipeline and capital to carry a faster buildout.

Planning note: These scenario bands are researched planning assumptions, not exact quotes or bids.

How do I fund a medical office cleaning business?

Fund Medical Office Cleaning with a staged raise that covers $130K in launch assets and the cash burn through Month 10 breakeven. Here’s the quick math: with $43K monthly fixed costs, $15K Year 1 marketing, $300 CAC, and 50% sales commissions, the plan has to carry a negative $72K EBITDA in Year 1 before moving to $126K by Year 3, with about a 45-month payback.

Launch cash plan

Spread CAPEX across Months 1-6.
Hold cash through Month 10.
Budget $130K for launch assets.
Cover $43K monthly fixed burn.

Revenue ramp

Model $750 standard cleaning.
Add $1,200 premium disinfection.
Include $200 terminal cleaning.
Use 150 service hours per active customer monthly.

What is the medical office cleaning equipment and supplies cost?

For Medical Office Cleaning, plan on about $25K for one-time specialized equipment plus $5K for opening inventory, then budget recurring direct supplies at 120% of Year 1 revenue, easing to 100% by Year 5. That recurring line covers EPA-registered disinfectants, wipes, gloves, masks, liners, microfiber replacements, sprayers, labels, and Safety Data Sheet documentation. Premium disinfection can run at 200% of Year 1 customer allocation, while terminal cleaning is at 100%, so contract mix matters fast.

One-time costs

$25K specialized cleaning equipment
$5K opening supply inventory
Plan before first contract starts
Separate gear from consumables

Recurring supplies

120% of Year 1 revenue
100% by Year 5
Includes EPA-registered disinfectants
Uses contract-specific product lists

What hidden costs of a medical office cleaning business should I plan for?

If you’re planning Medical Office Cleaning, the biggest hidden cost is cash timing, not equipment; see How Much Does The Owner Of Medical Office Cleaning Business Typically Earn? for the income side. Build the model around monthly burn: $18K rent and utilities, $400 general liability, $600 workers’ comp, $350 training, $250 software, $500 professional services, and $400 vehicle maintenance. Once you add background checks, uniforms, payroll before collections, fuel at 30% of Year 1 revenue, payment processing at 25%, sales commissions at 50%, and delayed invoices, the model points to a $619K minimum cash need.

Monthly fixed burn

$18K rent and utilities
$400 general liability
$600 workers’ compensation
$1,500 support stack

Cash drains to plan

30% fuel of Year 1 revenue
25% payment processing fee
50% sales commissions
$619K minimum cash need

Key Takeaways

Durable tools need about $25K upfront CAPEX.
Consumables start at $5K, then track revenue.
Insurance and training add $1,350 monthly fixed costs.
Launch spend is driven by vehicles and payroll.

Medical Office Cleaning Core Five Startup Costs

Cleaning Equipment and Durable Tools Startup Expense

Core tools

Treat durable tools as CAPEX, not supplies. The opening plan sets aside $25K for vacuums with HEPA filters, carts, mop and microfiber systems, buckets, sprayers, wet-floor signs, floor-care gear, and storage. Build it from count × unit price, then track replacement timing by asset so one-time tools do not get mixed with consumables.

Cost drivers

The spend moves with crew count, facility square footage, floor type, day versus night service, terminal cleaning scope, and whether premium disinfection starts on day one. Use vendor quotes for each item, then total the equipment CAPEX line by line. Bigger sites and more service depth mean more duplicate tools and higher upfront cash use.

Spend control

Buy only what the first routes need. Keep chemicals and disposable supplies out of this bucket, or the asset total gets muddy fast. Standardize models where you can, replace wear items on schedule, and compare quotes before buying. That keeps quality high and protects cash without shrinking the service you can deliver.

Separate tools from supplies
Quote every asset first
Standardize by crew

Capex sheet

Your equipment sheet should list each tool, the number of units, unit cost, replacement timing, and total equipment CAPEX. That makes the $25K opening spend easy to defend in bids, especially when a client adds night service, larger square footage, or terminal cleaning from launch.

Disinfectants, PPE, and Consumables Startup Expense

Launch Inventory

Budget $5,000 for opening inventory, then treat supplies as a recurring variable cost. The model uses direct cleaning supplies at 120% of Year 1 revenue, then 115%, 110%, 105%, and 100% through Year 5. That bucket covers disinfectants, wipes, gloves, masks, gowns if needed, liners, paper goods, microfiber replacements, labels, and Safety Data Sheet files.

What It Covers

Estimate this line from units × unit price, visit frequency, and contract scope. More terminal cleaning, more premium disinfection, and more client product mandates push spend up fast. One clean rule: buy for the next 30 days of service, not the full year, so cash stays tied to booked work.

Match stock to monthly route volume
Separate terminal-cleaning usage
Track client-mandated products

Keep It Tight

Use one approved product list and one reorder point per site. Waste levels matter because overuse shows up in wipes, liners, and microfiber replacements. If a facility changes its required disinfectant or paper supply, update the budget right away so supply margin does not vanish inside a fixed-fee contract.

Cost Drivers

Higher visit frequency, more premium disinfection, and heavier terminal cleaning volume all raise supply burn. Add client product mandates and waste spikes, and this cost can move faster than labor. Keep each site’s usage log current, because a small change in protocol can change monthly spend by a lot.

Vehicle, Transport, and Storage Startup Expense

Vehicle Setup

Split vehicle purchase or outfitting from running costs. The source model sets aside $75K for company vehicles across the early launch period, plus racks, bins, spill-safe storage, locked supply storage, parking, and safe transport for labeled chemicals. That budget is separate from fuel, maintenance, and insurance.

Fuel Math

Fuel is a heavy variable cost. It runs at 30% of Year 1 revenue and falls to 22% by Year 5, so route density matters a lot. Here’s the quick math: estimate monthly fuel from expected revenue, then test it against service radius, crew count, client locations, and how often each vehicle runs at night.

Short routes cut fuel burn.
More crews raise mileage.
Owned cars change insurance needs.

Fleet Control

Fixed fleet maintenance is only $400 per month, but the real risk is undercounting insurance and parking. Use commercial auto quotes, not guesses, and compare owned vehicles with personal vehicle use before you bid. If client sites are spread out, cost rises fast even when maintenance stays flat.

Check insurance limits first.
Price parking by route area.
Avoid long deadhead miles.

Route Drivers

The biggest cost drivers are service radius, nightly route density, and client mix. Dense routes with nearby facilities lower fuel and parking costs, while wide coverage and more crews push both up. Build each bid around miles per night, vehicle count, and required commercial auto coverage.

Insurance, Bonding, Licensing, and Compliance Startup Expense

Monthly coverage

Plan on $1,350 per month before any bond or filing fees: $400 for general liability, $600 for workers’ compensation, and $350 for ongoing training and certifications. For a 12-month launch budget, that base is $16,200. Add state and local registration, client-required bond quotes, and any higher insurance limit a facility demands.

What it covers

This line item covers the paper trail that keeps bids and inspections moving: insurance certificates, janitorial bond if a contract asks for it, state and local business registration, Occupational Safety and Health Administration (OSHA) training, bloodborne pathogen awareness, written procedures, site checklists, and documentation readiness. Price it with headcount, service states, and the insurance limits each client requires.

Quote by payroll and headcount
Separate contract-driven bond fees
Track renewals before bid dates

Control the spend

Keep this cost tight by asking for required limits before you bid, then buying only the coverage the contract and state rules require. The mistake is guessing low and losing work later. Build one compliance folder for every crew and renew certificates early; that saves more time than cash, but it avoids rushed fees and rejected proposals.

Bid-ready files

Before you price a job, verify local registration rules and client insurance limits, then match them to your certificate set. Keep OSHA training logs, bloodborne pathogen records, written procedures, and site checklists ready for audits and contract reviews. If a client wants a bond or extra coverage, treat it as a separate bid cost, not an afterthought.

Staffing, Sales, and Software Startup Expense

Launch Spend Mix

This bucket is mostly people and systems, not hard assets. Here’s the quick math: one operations manager at $80K plus three cleaning technicians at $40K each equals $200K Year 1 payroll. Add $8K website and branding, $3K licenses, $250 monthly software, and $15K marketing before commissions and hiring costs.

What To Count

Count recruiting, onboarding, training time, payroll setup, website work, sales materials, estimating tools, CRM, scheduling, and accounting software as pre-opening or early operating expense unless you buy a durable asset. Estimate with headcount, vendor quotes, months of software coverage, and client rollout timing.

4 staff in Year 1
$250 software per month
50% sales commissions

Keep It Lean

Use monthly software plans first, and buy only what you need for day one. Tie commissions to closed contracts, not activity, and delay extras that do not help win the first accounts. The big cost is labor: $200K payroll dwarfs $3K licenses, so hiring pace matters more than tool shopping.

Budget Pressure

The budget is front-loaded, so cash leaves before recurring service revenue settles in. The $15K marketing budget only works if outreach turns into contracts, and the $300 CAC needs enough signed clients to cover payroll, software, and sales spend without stretching cash.