Cleaning and facilities management
Software for contract cleaning and facilities firms
Every site with its own spec and frequency, the rota that covers it, cleaners clocking in on site, a checklist with photos for each visit, audit scores, and a login where the client sees all of it. Built around how your firm already works, hosted in the UK, and looked after by the people who built it.
What a cleaning firm actually tracks
Seven records, one site
- The contract and site: the spec, the hours and the frequency
- The rota: who covers each site, and who covers the cover
- Each visit: clocked in, clocked out, and where
- The checklist for that visit, with photos as proof
- Audits and the scores they produce, site by site
- Defects and reactive jobs the client has asked for
- Consumables, COSHH sheets and training records
Seven records describing the same site, usually kept on a rota, a phone and a folder in the cleaner's cupboard.
A cleaning system answers "was the medical centre cleaned last night, by whom, how long were they there and how did it score" before the client asks. One site is one record: the spec, every visit against it, the photos, the audits and what the client has reported.
Plenty of firms run this on a rota, a group chat with the supervisors and audit scores kept on paper, and it got them to dozens of sites. The question is how quickly a missed visit is noticed, how the client is shown the work was done, and how long the monthly report takes to put together.
A first system might be the sites, the rota and clock in on the cleaners' phones. The same system two years on can carry checklists for every spec, audits, defects, consumables and a client login that shows the lot.
What you would be looking at, from the office to the site
Two screens from our own example system. Every site, cleaner, score and figure in them is invented. Yours would carry your sites, your specs and your words for things.
The day to day, in more detail
| Contracts and sites | Each site carries its spec, broken into areas and tasks, how often each task is done, the hours allowed, access details and key codes, and the contacts at the client. |
|---|---|
| Rotas and cover | Cleaners assigned to sites by day and time, holidays and sickness recorded, and the gaps they leave shown straight away, with the people who know that site suggested as cover. More on scheduling and run sheets. |
| Clock in at site | Clock in and out on the cleaner's phone with the location checked against the site, so hours worked are real hours on site and feed the timesheet. More on timesheets and sign-offs. |
| Checklists and photos | The visit's tasks from the site's own spec, ticked as they are done, with photos where they matter. Periodic tasks such as deep cleans, carpets and high-level dusting come up on the right visit by themselves. |
| Audits and quality scores | Supervisors audit on a phone, area by area, with photos of anything marked down. The score is worked out on the spot, trends are kept per site, and a low score books its own re-audit. |
| Defects and reactive jobs | Problems found by cleaners or reported by the client are logged with a photo, passed to whoever deals with them, and closed with a note. One-off and reactive jobs are quoted, booked and invoiced from the same record. |
| Consumables and stock | Par levels per site for paper, soap, bags and chemicals, counted on the visit, with what is used and reordered tracked by site so it can be recharged where the contract says so. More on stock and materials. |
| The client's login | Clients see their sites, when each visit happened and how long it took, the photos, audit scores and the defects they have reported, and report new ones themselves. More on customer portals. |
The paperwork side of it, plainly
Most of the paperwork in a cleaning firm is about the people and the products. The system keeps it against the cleaner, the product and the site, and works out what is coming due. More on compliance and inspection records.
| COSHH sheets and assessments | Every product in use with its safety data sheet and assessment, which sites hold it, and the current version on the cleaner's phone at the site rather than in a folder at the office. |
|---|---|
| Training and inductions | Who has been trained on what, site inductions completed, and refreshers coming due, so a cleaner is only offered a site they are signed off for. |
| Right to work and vetting | The checks done for each cleaner, with the documents seen and any dates that run out, and sites that need extra vetting marked as such. |
| Method statements and risk assessments | Kept per site and per task, issued with the spec and acknowledged by the cleaners who work there. |
We build the records, not the compliance advice. Check your own obligations under COSHH, right to work rules and the rest with the relevant body or your own advisers.
Who it suits, and who it doesn't
Where this kind of system earns its keep
- Contract cleaners for offices, schools, healthcare and retail, window and specialist cleaners, and facilities firms running cleaning alongside maintenance
- Somewhere between 10 and 300 people, most of them out on sites
- Many sites, each with its own spec, hours and contacts
- Clients who want to see the work was done, not just be told
- Supervisors who audit, and a monthly report that has to go out
Where we fit best
A firm with a handful of sites can run on a rota and a phone for a long time. The system earns its keep once there are more sites than one person can hold in their head, cleaners work evenings and early mornings when the office is shut, and clients ask for proof. A first step can be clock in and the checklist on their own.
If a cleaning or workforce package already runs your rotas or payroll well, keep it. We build what sits beside it, the specs, checklists, audits and the client's login, and join the two where it allows.
These are parts of one system rather than separate products with logins of their own. The site on the rota is the same site on the cleaner's checklist, the audit, the client's login and the invoice. More on how the pieces join on one joined-up business system.
Where it saves time, we build in AI features too: an audit summary drafted from the scores and photos for the supervisor to approve, or a client's emailed request turned into a reactive job. More on AI and automation.
Usually built alongside scheduling and run sheets, timesheets and sign-offs, iPhone and Android apps for cleaners, customer portals or management reporting. Firms whose staff are engineers rather than cleaners will find field service and engineering closer to home, and the rest are on the services page.
Free Business Systems Assessment
An hour with whoever runs the day to day. Clear recommendations to act on.
We look at how the work actually runs and what it runs on, then send you a list of what we would change, what each change would do for the business, and what it would take. In person or online, whichever suits you. Nothing to pay, nothing to sign.
- One hour
- In person or online
- Recommendations we talk you through
Honest answers
- Our cleaners won't want another app.
- Most already use their phone to message the supervisor about the job. The app opens on tonight's site, clock in is one tap, and the checklist is a list of ticks with the odd photo. If it slows them down, it is built wrong and we change it. It can be set up in more than one language where your team needs it.
- Isn't checking location at clock in a bit much?
- It checks the phone is at the site at clock in and clock out, and nothing in between. That protects the cleaner as much as the firm: the record shows they were there, for how long, and what they did. How it is used and explained to staff is your call, and we build it the way you choose.
- Can clients see the work without ringing us?
- Yes, with their own login that shows their sites and nothing else: visits and times, photos, audit scores and the defects they have reported. The monthly report then mostly writes itself, because the client has watched the month go by.
- We do maintenance and other services as well as cleaning.
- Then the same site record carries those too: planned maintenance, reactive jobs, contractors and the certificates that come with them. Cleaning is one set of tasks on the site rather than a separate system.
- How long does it take?
- A small system can be live in days and a bigger one in weeks rather than months, and bigger ones go live in pieces so the useful part arrives early. The cleaners' app is published to the App Store and Google Play under your own name. Scope, price and dates are agreed in writing before anything starts, with what is not included written as plainly as what is. More on that in how we work.
- Where does the data live?
- On UK hosting, backed up every night with the backups kept for thirty days, and monitored every few minutes. The details are on hosting and support.
Talk to us
Tell us how many sites you look after, how the rota is kept now and what your clients ask to see. That is usually enough to say whether we can help.
Ring, 8am to 6pm Monday to Friday and Saturday mornings, or use the form below. Pick what you'd like to keep track of, add a line if you want to, and leave a name and a way to reach you.