Starting a cleaning business in Belgium: the steps and what you need from day one

Choose the right legal form

The first decision is whether to start as a sole trader or with a company, such as a BV/SRL (private limited company). A sole trader business is simple and quick to set up, but you are personally liable with your own assets. A company involves more administration and must be set up through a notary, but it separates your personal assets from those of the business more clearly.

Which form suits you best depends on your plans, your expected turnover, your family situation and whether you want to hire staff soon. Do not make this choice alone: discuss it with an accountant beforehand, who can also work out what each form means for you in terms of tax.

Register in the KBO/BCE and activate VAT

Every business in Belgium must be registered in the Crossroads Bank for Enterprises (KBO in Dutch, BCE in French). You do this through an approved business counter (ondernemingsloket / guichet d'entreprises) of your choice. There you receive your company number and state which activities you carry out, in this case cleaning activities.

The business counter can usually also activate your VAT number at the same time. If you start as self-employed, you also need to join a social insurance fund for the self-employed. And do not forget to open a separate business bank account; it makes your bookkeeping much clearer.

• Choose a legal form, together with an accountant
• Register in the KBO/BCE through a business counter
• Activate your VAT number
• Join a social insurance fund as a self-employed person
• Open a business bank account

Insurance and staff

As a cleaning company you work in other people's buildings. A knocked-over vase, a damaged floor or a cracked window happens quickly. Liability insurance covering your professional activity is therefore essential, and many clients will ask for it. Ask an insurance broker to advise you on exactly what you need.

Once you hire staff, extra obligations apply. You need workplace accident insurance and you fall under the joint committee for the cleaning sector, joint committee 121. Among other things, it sets the pay scales, bonuses and working conditions for your cleaners.

For registering your employees and calculating payroll, it is best to work with a social secretariat. They know the rules of the sector and make sure your payroll administration is in order. You remain responsible for providing correct information, such as the hours your cleaners have worked.

Equipment and products

You do not need to buy everything at once. Start with solid basic equipment and expand as your clients and jobs grow. Choose professional products and provide safety information and gloves for your cleaners.

Also think about transport: how will your cleaners and the equipment get to each location? At some clients the equipment can stay on site, at others everything has to come with you.

• Microfibre cloths in different colours per area
• Buckets, mops and a good vacuum cleaner
• Professional cleaning products for washrooms, floors and surfaces
• Gloves and other protective equipment
• Possibly a ladder and window cleaning kit

Finding your first clients

Your first clients are often close to home. Small offices, medical and dental practices, physiotherapists, shops and associations all need regular cleaning and like to choose someone local. Property managers of apartment buildings (syndics) also often look for a reliable cleaning company for the shared areas.

Word of mouth is worth its weight in gold in this sector. A satisfied client who recommends you often brings in more than advertising. So focus on reliability from the very first job: arrive on time, keep your promises and respond quickly to remarks. A simple website and a listing on online map services help clients find you.

Setting your prices

Many starters charge too little, out of fear of losing clients. So first calculate what one hour of work really costs you. Include not only wages or your own income, but also travel, products, equipment, insurance, administration and the hours you cannot invoice.

Only then do you set your hourly rate or price per job, with a margin to invest and absorb setbacks. Review your prices regularly: costs change, and your rate needs to keep up.

Get organised from day one

With one or two clients, everything still seems to fit in your head. But once you have a few cleaners and a dozen locations, notes, spreadsheets and WhatsApp quickly become chaotic. Using a simple system from the start lets you grow much more calmly.

Cleaniro is built for cleaning companies, and the Start plan suits small teams: from 149 euros per month excluding VAT, with 15 cleaners included. Your cleaners simply use the app in their phone's browser, without installing anything. You can try it free for 14 days without a credit card.

• A clear schedule: who goes to which location and when
• Accurate registration of hours worked
• A checklist per job, so everyone knows what needs doing
• A simple report for the client after the job

Rules change: surround yourself with the right advisers

This article is a general overview and not legal or tax advice. Rules, obligations and procedures change regularly and can differ depending on your situation or region. Always check the current rules with a business counter, an accountant and a social secretariat before making decisions.