Payroll for Cleaning Companies & Field Service Businesses in Oklahoma

Whether you run a cleaning crew, HVAC company, lawn care service, or pest control operation, payroll can be a challenge — especially when your team is always on the move.


From mileage and overtime to mobile clock-ins and job costing, Oklahoma field service businesses face unique payroll risks. This guide will walk you through how to run accurate, compliant payroll for mobile workers — and why CPA-led payroll services make all the difference.


1. Time Tracking for Mobile Crews – GPS and Compliance


Your employees aren’t clocking in at a shop. They’re out in trucks, at homes, job sites, and commercial buildings.


That means:


  • Paper timesheets = high error risk
  • Office clock-ins = not realistic
  • You need a mobile-friendly time tracking app with:
  • GPS verification
  • Job/location tagging
  • Real-time syncing with payroll
We offer field-ready timekeeping tools that integrate directly with your payroll system and reduce time theft or rounding disputes.

2. Travel Time and Mileage – What’s Compensable?


The Department of Labor (DOL) and IRS say:


  • Travel between job sites during the day = paid time
  • Commute to first job = not paid (usually)
  • Travel for emergency calls or special assignments = paid


For mileage:


  • Reimburse at the federal rate (currently 67 cents/mile for 2024)
  • Reimbursement is not taxable if documented
  • Anything above IRS guidelines becomes taxable wages
Pro tip: Keep mileage and travel time policies documented — and automate tracking through your payroll software.

3. Overtime Rules Apply – Even If Your Team Is Out in the Field


If your cleaners, techs, or service reps work over 40 hours per week, you must:


  • Pay time and a half
  • Include all nondiscretionary bonuses (e.g., commission) in the regular rate
  • Track hours by the minute (rounding is allowed but must be neutral)


FLSA violations in mobile settings often occur when:


  • Lunch breaks are deducted automatically
  • Travel time is ignored
  • Start/end times are based on job sheets instead of actual hours


We configure your payroll system to track and flag overtime automatically — with CPA-reviewed rules in place.


4. Classifying Workers Correctly – No More “1099 Cleaners”


The #1 mistake we see in Oklahoma field service businesses?


Treating regular cleaners, techs, or crew members as independent contractors.


You may owe back taxes, penalties, and unemployment contributions if:


  • You control their schedule
  • They wear your uniform or drive your vehicles
  • They can’t work for other companies
  • You supervise them directly
Read: W-2 vs. 1099 – Classifying Workers Correctly in Oklahoma Construction Payroll »

5. Bonus Pay, Commissions, and Flat Rates – Watch the Fine Print


It’s common for Oklahoma cleaning and field service companies to use:


  • Per-job rates
  • Production bonuses
  • Commission for upsells or add-ons


These must be:


  • Included in overtime calculations
  • Reported properly for tax purposes
  • Documented clearly to avoid disputes


We help you structure flat-rate compensation without triggering wage violations.


6. PTO, Sick Leave & Time-Off Tracking


Even if you don’t offer full PTO, you still need to:


  • Track unpaid time off
  • Document sick leave if offered
  • Ensure time-off policies are applied consistently


Some Oklahoma cities or counties may impose local sick leave ordinances in the future. Be prepared with a payroll system that:


  • Tracks balances
  • Applies rules by employee class
  • Integrates with scheduling tools


7. Multi-Location + Multi-Job Support


If you have crews working:


  • In multiple cities
  • For different divisions (e.g., residential vs. commercial cleaning)
  • Under different pay rates or incentives


You need payroll that supports:


  • Job-level time tracking
  • Location-specific job codes
  • Payroll cost center reporting


We set this up as part of your CPA-led payroll onboarding.


8. Final Pay for High-Churn Teams


Field services often have:


  • High turnover
  • Short-term or seasonal hires
  • Offboarding issues


We help you:


  • Automate final paychecks
  • Withhold and file taxes correctly
  • Close out timecards and job records
  • Issue accurate W-2s or corrected returns if needed


Field-Proven Payroll for Mobile Oklahoma Teams


At Boulanger CPA, we help mobile and field-based employers across Oklahoma manage:


  • GPS time tracking + job tagging
  • Travel pay and mileage reimbursement
  • Overtime and bonus compliance
  • W-2 onboarding for mobile staff
  • IRS, OTC, and OESC payroll filings
Schedule a Free Payroll Strategy Call
View Our Transparent Per-Employee Pricing



FAQs – Payroll for Field Service Companies in Oklahoma

  • Do I have to pay employees for drive time between jobs?

    Yes. All job-to-job travel during the workday is paid time under DOL rules.

  • Can I 1099 a cleaning crew if they work every week?

    Probably not. Regular, supervised workers are employees and must be on payroll.

  • Can I deduct for uniforms or equipment?

    Yes. Most production bonuses must be included in the regular rate when calculating overtime.

  • Is bonus pay included in overtime?

    Yes. Most production bonuses must be included in the regular rate when calculating overtime.

  • Do I have to give field workers breaks?

    Oklahoma has no break law, but the FLSA requires that breaks under 20 minutes be paid.

Professional Image of Marc Boulanger, CPA

Marc Boulanger


Marc views his accounting business as an extension of his family. And while he holds a Bachelor of Arts in Business Administration and Accounting and a Masters of Science in Accounting, he values traveling around the country with his wife of 30 years and 5 kids, Marc learned that communication is the key to effective team work.


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