Several sites, several teams, one schedule.

Rounds and cover, one schedule

A cleaning firm lives on being regular: eighteen sites, three visits a week, seven cleaners. The real management work is the unexpected — someone off sick at 5pm for a round that starts at 6.

Each site has its visits, its usual cleaner and its instructions. Cover is arranged by moving a line: the stand-in gets the address, the instructions and the door code, and the client is told about the change.

• Schedule by site and by cleaner, travel included
• Instructions and door codes held against the site
• Cover in one line, everyone told

Every visit proved, every hour

The dispute always comes at the end of the month: a visit denied, a duration questioned, a job “not done”. With no record you lose the argument, and often part of the invoice with it.

The cleaner confirms arrival and departure, ticks off what was done and adds photos where it helps. The client gets a report per site. The invoice is built from the hours actually worked, itemised.

Answering tenders before others

A managing agent looking for a contractor sends the same enquiry to three firms. The one that replies the same day, with a clear price per square metre and per frequency, is ahead before anyone has even visited.

The enquiry arrives already qualified: floor area, type of premises, how often, access times. The site survey is booked online, the quote goes out that evening, and the seven-day chaser is automatic.

• Enquiries qualified before the survey
• Quotes per square metre and per frequency
• Outstanding quotes chased automatically

Contracts invoiced, late payers chased

On monthly contracts, your cash flow suffers less from your rates than from late payment and invoices sitting in somebody's accounts department.

Every contract is invoiced on a fixed date, with its payment link. An invoice left unpaid triggers one chaser, then a second, without you watching for it. You can see at a glance what has come in and what is dragging.