Versioned site specifications
Translate a cleaning contract into rooms, tasks, frequencies and accepted evidence. A revised specification applies from its effective date; completed visits retain the version that was in force at the time.
Industry
Software for Cleaning and Facility Services
Contract cleaning runs on coverage and proof. We build the scheduling, attendance and evidence systems that deliver both.
Operations
Operational problems to solve
Common situations to examine during discovery with the people who do the work.
We find out someone did not turn up when the client calls.
Without verified check in there is no signal that a shift was missed until the building notices, which is the worst possible moment.
Every contract has different tasks and we track none of them.
Scope of work lives in the contract document. Nothing turns it into a checklist the cleaner sees and the client can audit.
Rota changes go out by text message.
Cover, swaps and holiday are arranged in chat, so nobody has a reliable picture of who is where tomorrow.
Complaints turn into arguments with no evidence.
A client says the third floor was not done. Without timestamped photos and completion records there is nothing to check.
Consumables are ordered when someone runs out.
Stock at site is invisible until it is zero, so orders are urgent, expensive and too frequent.
Payroll takes two days a fortnight.
Hours come from paper sheets and messages, then someone reconciles them against the rota by hand.
Software capabilities
Make a service contract usable on every shift
Cover, access and exceptions
Assign cover staff only after checking induction and site-access requirements. Log unavailable rooms, missing consumables and missed tasks separately. A location signal or attendance timestamp is supporting evidence, not proof that a task was performed.
Client reports that explain the visit
Combine completed tasks, supervisor review and unresolved exceptions in a client portal. Link each issue to the site and visit so account managers can answer a complaint without searching message threads.
Related solutions
Build on the right operational foundation
- Field Service ManagementDispatch, routing, mobile job capture and invoicing for businesses whose work happens at the customer address rather than in an office.
- Mobile Apps and PWAsInstallable applications for staff in the field and customers on the move, with a local store, a sync queue and interfaces designed for one hand and poor light.
- Customer and Client PortalsA logged in area where your customers see their own status, documents, invoices and history, which removes the phone calls that only exist because they cannot.
- Custom CRMCustom CRM software for account relationships, sales pipelines, activity history, permissions, reporting and integrations with your operational systems.
- Inventory and Order ManagementOne stock position and one order lifecycle across every channel, built on a movement ledger rather than a quantity field people adjust.
- Workflow Automation PlatformsAn orchestration layer that runs your cross system processes with retries, visibility and controls, instead of scripts on a laptop and rules in one person email client.
- BI Dashboards and ReportingAgreed metric definitions, modelled tables and a small number of views tied to decisions, so a meeting argues about the action rather than the number.
Integration
Systems we connect to
Identify the system of record, available interfaces and vendor access before defining the integration scope.
| Rota and shift scheduling | Coverage by site and shift with qualification and clearance checks, cover requests and an auditable change history. |
|---|---|
| Time and attendance | Check in and out signals from approved location or site code workflows, with supervisor review when attendance is uncertain. These signals do not prove that every task was performed. |
| Scope of work checklists | Contract tasks turned into a per visit checklist, with periodic tasks scheduled at the right frequency. |
| Client reporting portal | Completion records, photos, incident reports and periodic task history visible to the client without a phone call. |
| Consumables tracking | Stock held per site with usage recorded at the visit and replenishment triggered before it runs out. |
| Payroll export | Reviewed hours exported in the format your payroll provider expects, with correction history and a traceable export reference. |
Security and implementation
Access rules belong in the architecture.
Separate client organizations, restrict alarm codes, and set photo retention by contract. Reports should reveal relevant service evidence without exposing staff records or another client’s premises.
Relevant technology choices
The final stack depends on existing systems, device requirements and data access.
Your team
Who you actually work with
Every engagement has a dedicated project manager and a team lead with years of industry experience. Onshore and offshore engineering teams are both available, and the mix is agreed with you.
| Project manager | Dedicated to your engagement, responsible for scope, cadence and delivery |
|---|---|
| Team lead | Years of industry experience, accountable for technical decisions |
| Engineers | Onshore and offshore, sized to the scope agreed in writing |
| Quality assurance | Testing against the specification rather than against the code |
| Coverage | Time zone coverage for North America and Europe |
| Support | Support in English, French, Spanish and Filipino |
FAQ
Cleaning and Facility Services questions
How do we know a cleaner actually attended?
Check in signals can use an approved location or site code workflow. A missing signal raises an exception for supervisor review, since device location and shared codes are not conclusive proof of attendance.
Can clients see the work themselves?
Yes, through a portal scoped to their sites, showing completion records, checklist history, photos and incidents.
Does it handle periodic tasks as well as daily ones?
Yes. Tasks carry a frequency, so weekly, monthly and quarterly work appears on the right visit rather than being forgotten.
Can it export hours to payroll?
Yes. Approved hours can be exported in the format your payroll provider accepts, with reconciliation and correction handling kept visible.
What about staff who do not have a smartphone?
An on site device or a code based check in covers that case, so attendance verification does not depend on personal hardware.
Can it cover multiple sites under one contract?
Yes. Contracts hold many sites with their own scopes, schedules and reporting, rolled up for the client and for you.
Let’s talk about the system you need.
Tell us where the current process breaks down. We can map the workflow, examine the integration requirements and define a practical scope for the build.
- A mutual NDA is signed before project details are shared.
- Scope is fixed in writing before any build starts.
- You own the source code, the IP and the documentation at delivery.
- Support plans are available and tailored on a discovery or technical call.