Subcontractor Terms and Service Agreement | Affordable Cleaning Today

This agreement is made and entered into by and between Affordable Cleaning Today LLC (hereinafter referred to as "Contractor" or "Company") and the subcontractor upon acceptance of the terms outlined in this document. By accepting assignments, you agree to all terms herein.

1. Communication Policy

Concierge Department: Handles scheduling, availability requests, cleaning updates, walkthrough updates, check-in calls, scheduling conflicts, and safety issues only.
HR Department: All HR-related questions including payment, mileage reimbursement, promotions, and policy inquiries should be directed to [email protected]
Supervisor Communication: Supervisors have special privileges and should reach out to their designated point of contact (POC) for respective information.

The Subcontractor should inform the Contractor of their preferred communication times and ensure they are reachable during these times. While the Contractor will aim to communicate within these hours, there may be occasions when immediate communication is necessary. In such cases, the Subcontractor should respond as promptly as possible.

If the Subcontractor will not be available for personal reasons or any reason outside of the company, they are required to check in with the office and inform them of their unavailability. If the Subcontractor goes without communicating with the company for a period of 24 hours, they shall be considered on hold or non-responsive.

2. Payment Structure

Subcontractors will be paid an hourly fee as specified in their contract. This hourly fee will serve as proof of their earnings.
Once the subcontractor has been hired, any pay increases will be communicated via email from [email protected].
At times, the company will run promotions to designated cleaners to incentivize and help them earn higher earnings. These promotional offers will be sent out by HR and must be posted on official company channels to be valid.
Promotional offers will have a clear start and end date. Subcontractors must confirm their acceptance of these terms in writing or via text to the department offering the promotional terms.

Performance Bonuses

Current bonus allocation is $5 per positive review
During special performance periods, this can increase to $10 per review
Affordable Cleaning Today reserves the right to adjust bonus rates as deemed appropriate, which will be reflected in payroll

Tipping and Promotional Earnings

If a subcontractor is in a promotional rate and exceeds earnings of $2,000, the cleaner will be paid whichever is greater between the promotional rate and the terms of the promotion regarding earnings.
Subcontractors should direct any questions regarding promotions to HR.
Inquiries about when one billing period starts and another ends should also be directed to HR.

3. Add-On Payment and Notification Policy (MANDATORY)

CRITICAL: Office Notification Required for All Add-Ons

When heavy cleaning, deep cleaning, or any add-on services are identified during a job, subcontractors are required to notify the office immediately. Failure to notify the office will result in non-payment for the add-on work.

When This Policy Applies:

Heavy cleaning is identified on-site (soap scum, mildew, heavy grime)
Deep cleaning requirements beyond the original scope
Additional services requested by the client
Any work that would qualify for supplemental pay

Required Actions:

Text the Office: Send a text message to the office number describing the add-on situation. Include photos if possible.
Wait for Confirmation: Receive acknowledgment from the office before proceeding with add-on work when possible.
Document Everything: Take photos of the conditions that require heavy or deep cleaning.

Note About Atlas CRM System:

The Atlas system may send automated messages regarding add-ons. However, regardless of whether the Atlas system is functioning or not, subcontractors are still required to manually notify the office via text message. The Atlas notification does not replace your obligation to contact the office directly. This ensures proper documentation and approval for payment.

Payment for add-on services will ONLY be processed when the office has been properly notified and has approved the additional work.

4. Heavy Cleaning Policy

Heavy cleaning tasks include dealing with soap scum, mildew, and grime. Subcontractors must assess if these tasks are health-related and if they can be performed with the available equipment.

Subcontractors must notify the concierge department immediately when heavy cleaning is identified
Take pictures of heavy cleaning items for review and documentation
Payment for heavy cleaning will be determined based on the nature and extent of the work required
Payments can range from an additional hour to $20 to $30 per cleaning job for heavy cleaning
Final determination of compensation is made by company management

5. Availability Requirements

Subcontractors are expected to be available between 10:00 AM and 6:00 PM Eastern Time
Last appointments should start no later than 3:00 PM ET
Subcontractors must be available at least 5 consistent days a week, including one Saturday
They can rotate one day off if needed or be off on the Saturday, but they must manage this on their schedule

Scheduling Policy

The Subcontractor may adjust their availability at any time via the app or by informing the office via text or email. Any substantial changes to availability should be communicated at least 48 hours in advance. The Contractor will make efforts to accommodate these changes and schedule appointments accordingly.

Appointment Confirmation

The Subcontractor should confirm their availability and acceptance of the appointment before it is assigned
For next-day appointments, availability should be confirmed at least 4 hours in advance
If the appointment is booked for the following day, the Subcontractor should confirm availability at least 12 hours in advance

6. Non-Communication Policy

Non-Communication Consequences:

2 Working Days Without Response - "Halt Status":
If unresponsive for two working days after being offered potential cleaning assignments, the subcontractor will be placed in a "halt status." During this time, no additional cleaning opportunities will be received until communication is re-established.
5 Working Days Without Response - "Abandonment Status":
If there is no communication for five working days, the subcontractor will be considered to have entered an abandonment status. The subcontractor's account will be marked as inactive, and they will no longer be part of the active subcontractor pool. The company is not obligated to send a termination notice immediately.

If the subcontractor reaches out after being marked as inactive, they may be reinstated at the company's discretion, depending on the reason provided and their overall performance history. However, extended or repeated periods of unresponsiveness may result in permanent termination without further notice.

7. Mileage Reimbursement

The current mileage reimbursement rate is set at $0.30 per mile. This rate is subject to change based on the company's financial standing and compliance with federal or state regulations.

Eligibility and Conditions

Mileage reimbursement will only be provided if the following conditions are met:

Company Policy Compliance: Subcontractors must adhere to all applicable company policies and procedures
Documentation and Reporting: Subcontractors are responsible for accurately tracking their mileage for each work-related trip using the designated system
Device Functionality: Since subcontractors use their own devices to track mileage, they are ultimately responsible for verifying their device is functioning correctly
Timely Submission: Mileage logs must be entered into the system by the end of the applicable pay period
Verification: All mileage submissions are subject to review. Reimbursement will only be processed for approved entries

Approved mileage reimbursements will be included in the subcontractor's paycheck for the applicable pay period. Any disputes or corrections must be addressed within one week of payment receipt.

8. Trial Period Agreement

This agreement initiates a two-week trial period with Affordable Cleaning Today upon the signing of this contract. The specific starting date will be determined by scheduling availability.

At-Will Trial Period: Either party may end the trial period at any time, for any reason, without cause. No advance notice is required during the trial period.

Objectives of the Trial Period

The trial period aims to assess your suitability for the role based on key performance areas:

Cleaning Experience: Proficiency in standard and specialized cleaning tasks
Communication Skills: Effective understanding and conveyance of information with clients and team members
Team Interaction: Professional and amicable engagement with team members
Instruction Compliance: Adherence to instructions and guidelines from team leaders and clients

Successful Trial Completion

Upon successful completion of your trial period, if a new rate is offered, the updated rate will take effect starting with the following scheduled pay period. Pay periods fall on the 15th and the last day of each month.

9. Designated Cleaner Criteria

To be considered a designated cleaner, a subcontractor must:

Be available for the full day, not just for one cleaning, but for multiple cleanings throughout the day
Communicate effectively by picking up the phone and responding to text messages promptly
Promote the company and work towards obtaining positive reviews
Consistently provide high-quality cleaning services, receiving high praises and good feedback from clients
Maintain a professional demeanor at all times
Assist the company in innovation and continuously meet the standards set in their contract and these terms of services

10. Performance Standards

Subcontractor agrees to provide services in accordance with the following performance standards:

All work will be completed to the satisfaction of the Contractor and the clients
All work will be completed on time and within the agreed-upon budget
All work will be completed in a safe and professional manner
All work will be completed in accordance with industry standards and regulations
Subcontractor will inform the Contractor or the client at least 30 minutes in advance if they are running late to a job

Performance and Review Monitoring

Ratings below 4 stars: May result in the Subcontractor being unavailable for bookings for one week
1-star review: Especially if substantiated by consistent negative feedback, may result in immediate termination and/or monetary penalties
Both client feedback and Subcontractor's proof of service rendered will be reviewed to determine if the review was warranted

Before leaving the premises, the Subcontractor is responsible for confirming with the client that the job has been completed satisfactorily. If the client is not present, confirm with the client how they would like confirmation of completion (pictures, videos, etc.).

11. Recurring Client Loss and Performance Policy

It is crucial for the sustainability and reputation of Affordable Cleaning Today LLC that all subcontractors maintain a high standard of service to ensure client satisfaction and retention.

In the event a subcontractor is responsible for the loss of two or more recurring clients due to poor performance, the following actions may be taken:

Initial Review: The subcontractor's recent performance reviews, client feedback, and circumstances will be thoroughly evaluated. The subcontractor will be given an opportunity to present their side.
Halted State: Depending on severity and history, they may be placed in a temporary halted state with no new assignments.
Termination: If a pattern persists, or if there is a significant breach of contract, termination of the subcontractor agreement may occur.
Re-Evaluation for Reinstatement: Subcontractors placed in a halted state may be eligible for re-evaluation and reinstatement upon demonstrated improvement.

12. Late and Cancellation Policies

Late Policy

Punctuality and respect for our clients' schedules are of paramount importance. In the event that you foresee you may be late for an appointment:

You are contractually obligated to promptly notify both Affordable Cleaning Today and the client
Provide an estimated time of arrival
Repeated instances of tardiness will negatively impact your performance assessment

Short Notice Cancellations

Cancellations with less than 48 hours' notice may negatively impact customer satisfaction and result in a loss of revenue
A performance indicator will be placed on the Subcontractor's record
The Subcontractor may be financially liable for losses. The exact amount will be determined based on the specifics of the missed appointment
If the Subcontractor is unable to make an appointment, they must inform the office at least one day in advance
More than two improper cancellation failures: Results in administrative hold for one to two weeks

Missed Appointments

Once a Subcontractor confirms an appointment, it's important to meet this commitment. If this situation arises, the Subcontractor may be subject to payment deductions or other agreed-upon penalties, which could result in a negative balance on their payment account. In extreme cases, if payments remain unsettled, it could lead to reporting to a collection agency.

13. Client Retention and Non-Solicitation Policy

Important Legal Notice:

Subcontractors agree not to solicit or accept business from clients of Affordable Cleaning Today LLC for a period of one (1) year post-termination of their subcontractor agreement.

Geographic Scope: This non-solicitation agreement applies to all service areas where Affordable Cleaning Today operates, including but not limited to: Pasco County, Hillsborough County, Pinellas County, Hernando County, and Citrus County, Florida.

Violation Penalty: $1,000 per cleaning service completed for the client in question, or a minimum of $10,000, whichever amount is greater.

The Subcontractor acknowledges that any customers they serve while working for Affordable Cleaning Today are considered customers of Affordable Cleaning Today and not the property of the Subcontractor.

14. Policy on Unprofessional Conduct

Subcontractors are expected to maintain the highest standards of professionalism when interacting with clients. This includes refraining from:

Engaging in unauthorized deals
Offering additional services not provided by the company without company approval
Involving third parties in their work for Affordable Cleaning Today clients
Soliciting large tips before performing a job

Any communication with clients that deviates from authorized channels or approved content must be promptly reported to Affordable Cleaning Today. Failure to adhere to these guidelines may result in disciplinary action, up to and including termination.

15. Tipping Policy

Communication of Tipping Intent: Subcontractors who wish to suggest a tip from clients must first discuss this with our management team
Voluntary Tipping: Clients are under no obligation to offer tips. Tipping is entirely discretionary
Professionalism: Any tipping discussion initiated by a subcontractor without prior approval from management is discouraged

16. Equipment and Supplies

2026 Policy Update: Self-Supplied Equipment

Effective January 1, 2026, Affordable Cleaning Today LLC will no longer provide cleaning equipment to new subcontractors. All subcontractors onboarded after this date are required to supply their own professional-grade cleaning equipment.

Required equipment includes: Professional vacuum, mop system, microfiber cloths, dusters, and basic cleaning supplies. Specific equipment requirements will be provided during onboarding.

Legacy Equipment Policy (Pre-2026 Subcontractors)

Subcontractors who were provided equipment prior to January 1, 2026 remain responsible for returning all cleaning equipment upon termination or when the equipment is no longer needed. The equipment must be returned in good working condition, subject to inspection.

Financial Responsibility: Failure to return equipment, or returning equipment in damaged condition, will result in the subcontractor being invoiced for the repair or replacement cost. Non-payment may be pursued through collections. Subcontractors were informed of equipment values at the onset of their contract.

Idle Equipment Policy (Pre-2026 Equipment Only)

If company-provided equipment remains unused for 5 consecutive days or longer, the equipment shall be deemed "idle"
The subcontractor shall notify the company of the idle status within 24 hours
If the idle period is expected to last more than 7 days, arrangements shall be made to return the equipment to the company
The company reserves the right to invoice for any damages during the idle period

Responsibilities Before a Job

The Subcontractor shall ensure all necessary equipment and supplies are prepared the night before each job. This includes confirming that vacuums, dusters, and microfibers are fully charged and in proper working order before the start of each job.

17. Health and Injury Reporting Policy

Injury Reporting Protocol

Immediate Notification: If a subcontractor sustains an injury that affects their ability to perform cleaning tasks, they must inform Affordable Cleaning Today LLC as soon as possible
Medical Documentation: A brief note from a healthcare professional describing the injury and any work limitations is required
Medical Clearance: To resume work after a major injury, provide a statement of clearance from a healthcare professional
Recovery Support: We may touch base periodically during recovery to understand progress and adjust support

Illness Reporting Protocol

Immediate Notification: If unable to attend a scheduled appointment due to illness, inform your partner (if dual appointment) and Affordable Cleaning Today immediately
Detailed Reasoning: For recurring illnesses or prolonged inability to work, provide detailed information
Doctor's Note Requirement: Required for illness lasting more than three days, contagious diseases, or recurrent health issues

18. Theft Policy

Zero Tolerance for Theft

Any act of theft, fraud, or dishonesty by a subcontractor will not be tolerated. This includes but is not limited to taking clients' property without permission, falsifying records, or engaging in any form of deception.

Consequences:

Immediate termination of the subcontractor agreement
Criminal prosecution under Florida law (theft is a serious offense)
Full cooperation with law enforcement authorities
Legal action to recover any losses incurred
Public disclosure if necessary to protect company reputation

Customer Resolution Requirement:

If involved in a theft incident, the subcontractor will be required to resolve the matter directly with the affected customer, including returning stolen property and compensating for damages. Failure to resolve satisfactorily will result in legal action.

19. Independent Contractor Status

This policy reaffirms that subcontractors are engaged as independent contractors, not employees of Affordable Cleaning Today LLC.

IRS Independent Contractor Classification Factors:

The relationship between Affordable Cleaning Today LLC and subcontractors meets the IRS criteria for independent contractor status based on the following factors:

Behavioral Control: Subcontractors control how they perform their work. Affordable Cleaning Today provides the desired result but does not direct the methods used to accomplish the cleaning tasks.
Financial Control: Subcontractors have the opportunity for profit or loss, may work for other clients, supply their own equipment (effective 2026 for new subcontractors), and are paid per job rather than a salary.
Type of Relationship: There is no expectation of a permanent relationship. Subcontractors do not receive employee benefits, and the relationship can be terminated by either party. Written contracts specify independent contractor status.

As independent contractors, subcontractors are responsible for:

Managing their own federal, state, and local tax obligations (including self-employment tax)
Obtaining their own health insurance and other benefits
Maintaining any required professional licenses or certifications
Their own vehicle, fuel, and transportation expenses (subject to mileage reimbursement policy)

Subcontractor will be covered under Affordable Cleaning Today LLC's general liability insurance while performing jobs specifically for Affordable Cleaning Today LLC. Subcontractor will sign an Indemnity Agreement for any other issues that may arise.

20. Background Check Fee Reimbursement

The Subcontractor will be reimbursed for the background check fee in their first paycheck, provided they have successfully completed jobs during that pay period. Successful completion is defined as on-time arrival and client satisfaction without any complaints.

21. Safety Policy and Excluded Services

As a Subcontractor, it is important to adhere to the safety policy outlined on our website and in the Terms and Conditions. Since the service is sold sight unseen, it is the responsibility of the Subcontractor to assess the conditions of the home and determine whether to accept the job based on their own judgment.

Excluded Services (NOT Authorized to Perform)

Biohazard cleanup (mold, blood, bodily fluids)
Cleaning cat litter boxes and floors
Cleaning insects and rodents
Animal waste cleanup
Cleaning interior walls
Rust removal/cleaning
Industrial cleaning
Heavy lifting (beyond 25 pounds without assistance)
High ceiling fan cleaning that cannot be reached by a 3-step ladder
Clutter or hoarding cleanup
Cleaning chandeliers and glass lamps
Cleaning TVs and computers
Heavy exterior window cleaning

The full selection of policies can be found at affordablecleaningtoday.com/terms-and-conditions

22. Survivability Clause

In the event that Affordable Cleaning Today's main operations are under threat, the company reserves the right to cancel any promotions or reduce review bonuses, performance bonuses, and all other bonuses. In such cases, compensation will revert back to the last offer made either by HR or as specified in the subcontractor's contract. This measure is necessary to ensure the continuity of business operations.

23. Dispute Resolution

Any disagreements or issues arising from the execution of this contract should first be addressed through open dialogue and negotiation between the Contractor and Subcontractor.

Subcontractor Responsibility for Dispute Costs:

As an independent contractor, the Subcontractor assumes full responsibility for any costs associated with disputes, including but not limited to:

Legal fees and attorney costs
Mediation or arbitration fees
Court filing fees and related expenses
Any damages awarded against the Subcontractor

If mediation or arbitration is pursued, proceedings shall take place in Pasco County or Hillsborough County, Florida, at the discretion of Affordable Cleaning Today LLC.

24. Governing Law and Termination

This agreement shall be governed by and construed in accordance with the laws of the State of Florida.

This agreement may be terminated by either party with written notice to the other party.

25. Contact Information

Affordable Cleaning Today LLC

1784 Collier Pkwy Ste C

Lutz, FL 33549

HR/Admin: [email protected]

Concierge: [email protected]

Phone: (727) 228-6075

By accepting assignments from Affordable Cleaning Today, you acknowledge that you have read, understood, and agree to abide by these Subcontractor Terms and Service Agreement in its entirety.