Ongoing monthly expenses for a cleaning business in Kenya typically range from Ksh 35,000-100,000 for small operations (2-5 staff), scaling with client volume and services offered. These costs represent 50-60% of revenue, leaving 40% profit margins at 10-20 weekly jobs generating Ksh 200,000 monthly.
Staff Salaries and Statutory Contributions
Labor dominates at 40-50% of expenses, with cleaners earning Ksh 15,000-25,000 each monthly, totaling Ksh 30,000-100,000 for 2-5 employees. Supervisors add Ksh 25,000-40,000. Mandatory NSSF (Ksh 400/employee) and NHIF (Ksh 500-1,000/employee) contributions sum Ksh 2,000-10,000. Payroll taxes (PAYE) deduct 30% from gross but factor into cash flow planning.
Cleaning Supplies and Replenishment
Monthly restocking of detergents, disinfectants, glass cleaners, and microfiber cloths costs Ksh 10,000-25,000, based on 50-100 jobs. Bulk purchases from suppliers like Naivas yield 20% savings; specialized chemicals for deep cleans or offices add Ksh 5,000-15,000. Eco-friendly options increase costs by 10-15% but attract premium clients.
Transportation and Fuel
Fuel for motorbikes or vans runs Ksh 10,000-30,000, covering 500-1,500 km across Nairobi suburbs like Westlands or Eastlands. Maintenance and repairs allocate Ksh 5,000-15,000. Public matatu use for small teams caps this at Ksh 5,000 but limits scalability.
Marketing and Client Acquisition
Digital ads on Facebook, Jiji, and WhatsApp Business campaigns cost Ksh 5,000-20,000 to secure 5-10 new leads monthly. Flyers, branded uniforms, and Google My Business updates add Ksh 2,000-10,000. Referral incentives (Ksh 500/client) sustain growth at 10% of marketing budget.
Utilities and Office Overheads
Electricity, water, and internet for a home office or small rented space total Ksh 5,000-15,000. Phone airtime/data for scheduling reaches Ksh 3,000-8,000. Accounting software like QuickBooks (Ksh 2,000/month) and bank fees (Ksh 1,000) round out administrative costs.
Insurance and Compliance Renewals
Public liability insurance renews at Ksh 1,000-3,000 monthly (annual policy prorated), covering damages up to Ksh 5 million. County permit installments and NEMA fees add Ksh 2,000-5,000. Equipment depreciation reserves Ksh 2,000-5,000 for repairs.
Monthly Expense Breakdown
| Expense Category | Small Operation (Ksh) | Medium (5+ Staff, Ksh) |
|---|---|---|
| Staff Salaries | 30,000-60,000 | 80,000-150,000 |
| Statutory (NSSF/NHIF) | 2,000-5,000 | 8,000-15,000 |
| Supplies/Chemicals | 10,000-20,000 | 20,000-40,000 |
| Transport/Fuel | 10,000-20,000 | 20,000-40,000 |
| Marketing | 5,000-15,000 | 10,000-30,000 |
| Utilities/Admin | 5,000-10,000 | 10,000-20,000 |
| Insurance/Compliance | 3,000-8,000 | 5,000-15,000 |
| Total | 65,000-138,000 | 153,000-310,000 |
Small businesses achieve break-even with 15 residential jobs (Ksh 3,000 average) or 5 office contracts (Ksh 10,000/monthly). Track via spreadsheets to maintain 20% contingency for fluctuations like fuel price hikes (10-15% impact). Outsourcing payroll saves Ksh 2,000 monthly in admin time.
