How to start a duct cleaning business the right way

Starting a duct cleaning business is an exciting venture that combines hands-on technical skill with smart business savvy. The industry is part of a multi-billion dollar market, with steady demand from homeowners, commercial properties, and healthcare facilities.
This guide will take you through the practical steps of validating your business idea, securing funding, obtaining the right permits, and acquiring equipment to help you launch a successful duct cleaning business in the U.S.

Step 1: Plan your business and validate the idea

First, confirm there is a market. You can check local online forums like Nextdoor or city-specific Facebook groups. Search for discussions about air quality or allergies to gauge homeowner interest. Google Trends can also show you search volume for "duct cleaning" in your area.

Next, size up the competition. Use the National Air Duct Cleaners Association (NADCA) directory to find certified professionals nearby. Look at their websites, service packages, and reviews on platforms like Yelp or Angi to understand their pricing and reputation.

Estimate your startup costs

Initial investment can range from $20,000 to $50,000. A significant portion of this is equipment. A professional negative air machine and agitation tools can cost between $5,000 and $10,000. A reliable work van might add another $15,000 to $30,000.

A frequent misstep is to overlook marketing and insurance costs. You should budget at least $1,000 for initial marketing efforts and expect to pay around $100-$200 per month for general liability insurance to start.

Here are 3 immediate steps to take:

• List all NADCA-certified competitors within a 30-mile radius.
• Create a detailed budget spreadsheet for equipment, a vehicle, insurance, and marketing.
• Search local community forums for mentions of "duct cleaning" or "air quality".

Step 2: Set up your legal structure and get licensed

Choose your business structure

You might want to form a Limited Liability Company (LLC). This structure protects your personal assets if the business is sued. Profits pass through to your personal taxes, which simplifies paperwork. Filing fees range from $50 to $500 depending on your state.

Once your business is structured, get a free Employer Identification Number (EIN) from the IRS website. You will need this to open a business bank account and hire employees. The online application takes only a few minutes to complete.

Secure state and local licenses

Licensing requirements vary greatly. A frequent oversight is to assume duct cleaning is unregulated. Some states, like California and Florida, require a full HVAC contractor license. Check with your state's contractor licensing board to confirm the rules in your area.

You will also likely need a general business license from your city or county clerk's office. These typically cost between $50 and $150 annually. Processing time is usually one to two weeks, so plan for that delay.

While the EPA provides air quality guidelines, the National Air Duct Cleaners Association (NADCA) sets the industry standard. Certification through NADCA is not a legal mandate, but it builds significant customer trust.

Here are 4 immediate steps to take:

• Visit your Secretary of State's website to review LLC filing fees and forms.
• Apply for a free EIN directly through the IRS website.
• Search your state's contractor board for "HVAC" or "duct cleaning" license rules.
• Contact your local city hall to ask about a general business license application.

Step 3: Secure your insurance and manage risk

You will need several types of insurance. General liability is non-negotiable, covering accidental property damage. A $1 million policy is standard and can cost between $600 and $1,200 annually. Also consider professional liability insurance for claims related to the quality of your work.

Many new owners mistakenly believe general liability covers everything. If you accidentally damage an HVAC system while cleaning, professional liability is what protects you from the financial fallout of that specific error. It is a distinct and necessary coverage.

Your work van requires commercial auto insurance, which is different from a personal policy. To protect your expensive equipment like negative air machines, you should get inland marine insurance. This covers your gear while it is in transit or at a job site.

When you shop for policies, you might want to get quotes from insurers that specialize in trades. Companies like The Hartford, Hiscox, and Next Insurance understand the risks for contractors and often provide bundled packages that can save you money.

If you plan to hire technicians, you must also have workers' compensation insurance. State laws mandate this coverage, and requirements vary, so check with your state's department of labor for specifics.

Here are 4 immediate steps to take:

• Request a quote for a $1 million general liability policy.
• Ask potential insurers about adding professional liability coverage.
• Get a commercial auto insurance quote for your work vehicle.
• Check your state's workers' compensation laws if you plan to hire staff.

Step 4: Secure your equipment and workspace

You do not need a retail storefront. A light industrial space of 500-800 square feet is enough to store your van and equipment. Check local regulations for "light industrial" or "commercial storage" zoning. A large home garage can also work if local rules permit.

When you review a lease, ask for a 1-2 year term to maintain flexibility. A costly error is locking into a 5-year lease too early. Confirm the space has a large roll-up door for your van and sufficient power outlets for your gear.

Purchase your primary equipment

Your reputation will depend on your equipment. Some new owners try to cut costs with consumer-grade gear, but this often leads to poor results and unhappy clients. Professional machines are a requirement for effective cleaning and customer satisfaction.

Plan to invest in a negative air machine ($3,000-$7,000) and a powerful air compressor ($1,000-$2,500). You will also need agitation tools like whips and brushes ($500-$1,500). Suppliers like Nikro Industries or American Caddy Vac sell these items without large minimum orders.

Here are 4 immediate steps to take:

• Search commercial real estate listings for light industrial spaces.
• Price out a negative air machine and air compressor from an industry supplier.
• Ask potential landlords about their flexibility on lease terms.
• Budget for a set of professional agitation tools.

Step 5: Set up your payment system

Most residential clients will pay you once the job is complete. For larger commercial projects, you might want to request a 50% deposit upfront. This protects your time and material costs. A simple one-page service agreement can outline these terms clearly for your client.

Choose your payment solution

You need a way to accept payments on-site. Many payment processors charge rates between 2.5% and 3.5% per transaction and may require you to buy or rent a separate card reader. These costs can add up, especially when you are just starting out.

For a duct cleaning business that needs to accept payments on the go, JIM offers a streamlined solution. With JIM, you can accept debit, credit, and digital wallets directly through your smartphone. Just tap and you are done. The rate is 1.99% per transaction with no hidden costs or extra hardware needed.

It is particularly useful for collecting final payment right after you finish a job, so you do not have to chase invoices. Here is how it works:

• Get Started: Download the JIM app for iOS.
• Make a Sale: Type the sales amount, hit sell, and ask your customer to tap their card or device on your phone.
• Access Funds: Your money is available on your JIM card as soon as the sale is done. There is no wait for bank transfers.

Here are 3 immediate steps to take:

• Decide on your payment terms for residential versus commercial jobs.
• Download the JIM app to see how it works on your phone.
• Draft a simple service agreement that includes your payment terms.

Step 6: Fund your business and manage finances

You might want to look into an SBA Microloan. These loans go up to $50,000 and are great for new businesses. Lenders typically look for a credit score of 680 or higher, and interest rates often range from 8% to 13%.

Another path is equipment financing. This type of loan is secured by the equipment itself, which can make it easier to qualify for. Some equipment suppliers offer their own financing programs, so always ask when you request a quote.

Estimate your working capital

With funding in mind, your next focus is cash flow. You will need about $10,000 to $15,000 in working capital to cover your first six months. This budget should account for fuel, insurance premiums, marketing costs, and supplies before jobs start to pay off.

A frequent oversight is to underestimate these operational costs. New owners often focus on the one-time equipment purchase but run out of cash for the day-to-day expenses needed to find and complete jobs. Plan for a six-month buffer.

Here are 4 immediate steps to take:

• Check your personal credit score to see where you stand for loan applications.
• Review the SBA Microloan program requirements on the official SBA website.
• Ask your top equipment supplier if they offer in-house financing.
• Create a 6-month operating budget for fuel, insurance, and marketing.

Step 7: Hire your team and set up operations

Hire your first technicians

Your first hire will likely be a Duct Cleaning Technician. This person handles the on-site work, operates the equipment, and interacts with clients. Expect to pay an hourly rate between $18 and $25, depending on your location and their experience level.

A frequent misstep is hiring cheap, untrained labor to cut costs. This almost always backfires with poor workmanship and negative online reviews. Instead, plan to get your staff certified through the National Air Duct Cleaners Association (NADCA).

The primary certification to aim for is the Air Systems Cleaning Specialist (ASCS). It shows customers you adhere to a high professional standard. Budget around $700-$1,000 per employee for the training and exam fees; it is an investment that pays for itself in customer trust.

Streamline your daily operations

With a team in place, you need to manage jobs efficiently. You might want to use field service software like Jobber or Housecall Pro. These platforms handle scheduling, dispatching, and invoicing, which keeps your operations organized from day one.

Now that we've covered staffing, let's talk about performance. A single, well-equipped technician should generate between $100,000 and $150,000 in annual revenue. This target helps you measure productivity and decide when it is time to hire a second technician and buy another van.

Here are 4 immediate steps to take:

• Draft a job description for a Duct Cleaning Technician.
• Research the costs and exam dates for NADCA's ASCS certification.
• Explore free trials for field service software like Jobber or Housecall Pro.
• Create a revenue projection for your first year with one technician.

Step 8: Market your business and get customers

Your first move should be to claim your free Google Business Profile. Fill out every section with photos of your equipment and van. This action is the foundation of local search visibility and costs nothing but your time. Encourage your first few clients to leave reviews here.

Build local partnerships

You can create a steady stream of jobs through referrals. Contact local HVAC repair companies, real estate agents, and property managers. Offer them a 10-15% referral fee for every booked job they send your way. This provides them an incentive to recommend you.

Use targeted online ads

You might want to use Google Local Services Ads. With these, you only pay when a customer calls you directly from the ad. This is different from standard ads where you pay per click. Expect a Customer Acquisition Cost (CAC) between $100 and $300 per job.

A frequent misstep is to run broad digital ads. You will get better results if you target specific zip codes within a 20-mile radius of your home base. This focus keeps your marketing spend efficient and your travel times low, which protects your profit margins.

Here are 4 immediate steps to take:

• Set up and fully complete your Google Business Profile.
• Draft a simple email to send to five local HVAC companies proposing a referral partnership.
• Research the cost of Google Local Services Ads in your primary service area.
• Create a simple flyer or card to leave with clients that asks for a review.

Step 9: Price your services and manage profits

Your pricing strategy directly impacts your profitability. Most duct cleaning businesses use one of two models. You can charge per vent, typically $25 to $45 each, or by the square footage of the home, usually between $0.15 and $0.25 per square foot.

Set your rates

A flat-rate package is another option. For example, you could offer a $400 service for homes up to 2,000 square feet with 10 vents. This simplifies quoting. Your goal should be a gross profit margin of 40-60% per job after accounting for labor, fuel, and supplies.

Many new owners make the mistake of underpricing to attract their first customers. This can make it difficult to raise prices later and may signal low-quality work. Your price should reflect your investment in professional equipment and certification. Call a few local competitors for quotes to understand the market.

Here are 4 immediate steps to take:

• Call three local competitors to get a quote for a standard-sized home.
• Calculate your break-even cost per job, including fuel and labor.
• Decide whether to use a per-vent, square footage, or flat-rate model.
• Create a simple price sheet for different job sizes and add-on services.

Step 10: Maintain quality and scale your operations

Your reputation depends on consistent quality. Use the NADCA ACR standard as your guide. Create a simple, one-page checklist based on it for your technicians to complete after every job. This ensures every client gets the same high level of service.

You can measure quality with a few key numbers. Track your customer callback rate and aim for it to be under 5%. Also, monitor your Google and Yelp reviews closely. A consistent rating of 4.5 stars or higher shows you are meeting customer expectations.

Know when to grow

With quality under control, you can plan for growth. When your lead technician is consistently booked 2-3 weeks in advance, it is time to consider hiring a second person. That first technician should be generating between $100,000 and $150,000 in annual revenue.

A mistake some owners make is expanding too fast. Before you buy a second van, make sure you have at least six months of positive cash flow. Use your field service software, like Jobber or Housecall Pro, to track job profitability and make informed decisions.

Here are 4 immediate steps to take:

• Download the NADCA ACR standard to create a post-job checklist.
• Set a target for your customer callback rate, aiming for under 5%.
• Track your lead technician's schedule to see when they are booked 2-3 weeks out.
• Review your field service software's reports to track revenue per technician.

Conclusion

You have the complete guide to launch your duct cleaning business. Your success will depend on the trust you build, which comes from professional work and clear communication. The steps are laid out for you. Now it is time to execute the plan and build your company.

And when you complete a job, getting paid should be just as smooth. JIM turns your phone into a simple card reader, so you can accept payments on the spot for a flat 1.99% fee. No extra hardware is needed. Download JIM and get ready for your first sale.