If you’re running a power washing business, you already know that time is money — but if you’re not estimating time accurately, you’re probably losing both. 🕒💸
Underestimating how long a job will take can kill your profits, mess up your schedule, and frustrate clients. Overestimate too often, and you risk losing jobs to competitors with sharper pricing or faster turnaround.
The ability to estimate job duration accurately is one of the most underrated — and powerful — skills you can develop as a service business owner. It impacts everything from scheduling and staffing to pricing and customer satisfaction. 📆💬
In this article, we’ll break down how to improve your time estimation process so you can quote smarter, schedule better, and boost profitability — without burning out. 🔥✅
🧠 Why Estimating Time Matters So Much
Whether you’re a solo operator or running a crew, time estimation is at the core of your business. It affects:
- 💰 Job pricing (Are you charging enough per hour?)
- ⏱️ Your daily schedule (Can you actually fit that third job in today?)
- 🧾 Customer expectations (Will they be annoyed if you’re late?)
- 🛠️ Crew productivity (Are they rushing or underutilized?)
- 📈 Your overall profits (Time wasted = money lost)
If you’re always finishing late or having to reschedule, it’s time to fix your estimating system.
🛠️ Step 1: Break Jobs Into Predictable Units
Instead of guessing how long a “house wash” will take, break it into smaller components you can time, such as:
- Single-story house wash = 1.5 hours
- Driveway (2-car) = 45 minutes
- Back patio = 30 minutes
- Gutter cleaning = 1 hour
- Fence (per 100 linear ft) = 45 minutes
Track how long these tasks take in real-world jobs, then create an internal chart or cheat sheet.
📝 Example:
House wash: 1.5 hrs + Driveway: 45 mins + Walkway: 30 mins = ~2 hrs 45 mins total
This breakdown helps you quote accurately and avoid being caught off guard by “hidden time sinks.”
📸 Step 2: Use Visual Cues to Estimate Job Scope
When clients call, they often give vague descriptions. That’s why you should request photos or use Google Street View to assess size and complexity before quoting.
Things to look for:
- Size of the surface (more square footage = more time)
- Material type (brick, concrete, stucco, wood)
- Obstacles (shrubs, furniture, fences)
- Accessibility (Can you reach everything easily?)
- Stains/mold level (More buildup = longer dwell time)
- Water source location (Longer hose setups = more setup time)
📷 A simple request like “Can you text me a few photos of your home and driveway?” saves tons of time and surprises.
⏱️ Step 3: Track Actual Time on Every Job
One of the best ways to improve your estimates is to track how long jobs actually take.
Start a time log using a simple spreadsheet or a CRM with time-tracking features. Log:
- Start and end time
- Job type
- Surface area
- Equipment used
- Notes on delays or obstacles
After a few dozen jobs, patterns will emerge — and you’ll know exactly how long similar work will take in the future.
🧠 Example:
“Every 3,000 sq ft house wash with light mildew takes ~2 hours with setup/cleanup. Add 30 mins for heavy mold or extra stories.”
📦 Step 4: Account for Setup, Travel, and Cleanup Time
A common mistake is estimating only the time it takes to pressure wash — not the full job cycle.
Don’t forget to include:
- 🚐 Travel time to and from job site
- 🧰 Setup time (hoses, mixing chemicals, etc.)
- 🧽 Cleanup (rinsing tools, packing equipment, walk-through with client)
- 🛒 Loading/unloading at start and end of the day
Add a buffer of 15–30 minutes to every job to cover these hidden time costs. It’s better to underpromise and overdeliver than to run behind all day.
👥 Step 5: Adjust Estimates Based on Crew Size
The same job takes very different amounts of time depending on how many people are working:
- Solo operator: 3 hours
- Two-person crew: 1.5–2 hours
- Three-person crew: 1–1.25 hours (diminishing returns)
Make sure you factor crew size into your time estimates and pricing models. More people ≠ proportionally faster.
💡 Pro Tip: Always have clearly defined roles on site. One person can be on chemical application while the other handles rinsing or prepping the next area.
🧾 Step 6: Use Time Estimates to Set Accurate Pricing
Once you’ve nailed your timing estimates, convert them into pricing structures. Here are two common models:
📏 Hourly Rate Model
Decide how much you want to earn per hour (after costs).
Example: $100/hour target
Estimated job time = 2.5 hours
Quote: $250 + tax
📐 Flat Rate Model (Preferred by Clients)
Use your time estimates to guide flat pricing — more transparent for customers.
Driveway: $125
House Wash: $275
Roof Cleaning: $450
Add-ons: $50–$100 each
🏆 Best practice: Flat rates based on time + materials are easier to sell and protect your margins — but they must be based on accurate time data.
❗ Common Estimating Mistakes to Avoid
- Underestimating setup and breakdown ⛔
- Quoting without seeing the property ⛔
- Ignoring obstacles (trees, furniture, terrain) ⛔
- Assuming all jobs are “average” ⛔
- Forgetting travel time ⛔
- Not tracking your actual job durations ⛔
A good estimator is like a good chess player — always thinking three moves ahead.
🔄 Bonus: Create a Time-Based Pricing Cheat Sheet
Build a simple reference you or your team can use:
| Service | Avg. Time | Price Estimate |
|---|---|---|
| House Wash (1-story) | 1.5 hrs | $225 |
| House Wash (2-story) | 2 hrs | $275–$325 |
| Driveway (2-car) | 45 mins | $100–$125 |
| Fence (100 ft) | 1 hr | $125 |
| Gutter Cleaning | 1 hr | $100–$150 |
Having this chart on hand makes quoting faster, more consistent, and easier to train for.
✅ Final Thoughts: Estimate Smart, Grow Fast
Your reputation, schedule, and bank account all depend on how well you estimate your time.
Here’s your action plan:
✅ Track how long each job type takes
✅ Break jobs into repeatable chunks
✅ Include setup, travel, and cleanup
✅ Adjust for crew size
✅ Build pricing around actual time
✅ Create an internal cheat sheet
The better you get at this, the smoother your operations — and the more you can grow without chaos. 🧼📈🕒
