SK 
EN for cleaning companies
A system for a cleaning company that turns monthly invoicing into a two-hour job
A cleaning company has no trouble cleaning. Its trouble is that thirty people across twenty sites have to be scheduled, checked and invoiced against twenty different contracts.
A custom system for a cleaning company starts at €1,400 and the first version is usually ready within a week. It keeps shift schedules per site, attendance confirmed straight from the location, usage of chemicals and materials, and from all of that it builds the monthly invoice at the contracted rates, turning two days of work into two hours.
Where a cleaning company loses time
The shift plan lives in Excel and in your head
When someone falls ill, it gets reshuffled over the phone and some sites find out at the last minute.
You cannot prove anyone was there
The client claims nobody showed up on Wednesday. You have no way to confirm it or rule it out.
Supply usage is a mystery
Chemicals go out by the pack and usage is never tracked. On some sites it is double and nobody knows why.
Invoicing eats the first two days of the month
Every contract has a different rate, a different scope and different surcharges. It is assembled by hand and the mistakes surface at the client.
What such a system includes
Sites with their contract terms: scope, frequency, rate and what counts as extra. This is the base that everything else follows from, the invoice included.
A shift schedule and attendance the cleaner confirms from a phone on site. Not to police people, but so you have something in hand when a client disputes it.
Issuing chemicals and materials per site, so you see usage by location rather than for the company as a whole. Differences between sites are usually the first thing that pays for itself.
Monthly invoicing built from the shifts worked and the contract rates. Extra work is attached as separate line items, so the client knows about it and it is not a matter for argument.
- Site and contract Scope, frequency, rate and what counts as extra.
- Shift schedule Who is where and when, cover for sickness included.
- Attendance and usage Confirmation from site and supplies issued per location.
- Monthly invoice Built from work done and the contract, not by hand.
What stands behind it
I have not built for a cleaning company yet. The closest I have is Kotle CRM, with a register of sites, field work and invoicing, which covers a solid part of it. What is different is scheduling shifts for dozens of people and monthly billing per contract, and that is the biggest chunk of work ahead of us.
The closest finished system is a CRM for a service company, running a register of sites, field technician work and invoicing with a payment QR code. The logic of repeated work on someone else's premises is the same.
It came from replacing a single spreadsheet that only one person understood. That is the situation I see in cleaning companies almost every time, only there tend to be more spreadsheets.
Common questions
Our people are not technical types. Can they handle it?
Attendance is a single tap on the phone or scanning a code at the entrance. If it is any harder, people work around it, and then the system is useless.
We also do one-off cleaning after renovations. Do those belong here?
Yes, they are kept as a job outside the contract and invoiced separately. In most companies that is exactly the part that most often gets forgotten on the invoice.
Can we get payroll inputs out of it?
An export of hours worked per person, yes. The payroll itself is calculated by the accountant in their own software and there is no point duplicating it.
How much does it cost?
From €1,400. There is no per-user fee, which with thirty people is the main difference from off-the-shelf software.
How many days does monthly invoicing take you?
Write to me with how many sites and how many people you have. You can see who is at which site today without ringing round your people. The first call is free and tells you what is worth tackling first.
Book a call →