Commercial cleaning software for square-foot bids, monthly contracts and night crews
Bid each building by the square foot and the nights a week, with strip and wax and carpet extraction as add-ons the manager ticks. Bill every contract on the 1st without typing it, keep five buildings' nights on one calendar, and let the crew clock in at 6pm so Friday's hours add up.
14-day free trial · No credit card required · Cancel anytime
The cleaning happens at night. The paperwork happens at 2am.
Five buildings, three part-timers, all after 6pm. You bid the dental office from a walkthrough and a calculator, and the property manager wants it per square foot per month by Friday. On the 1st you type the same five invoices you typed last month, and the credit union's still hasn't been paid from September. A cleaner calls out at 5:30 and the alarm code is in a text from spring. Payroll is a pile of screenshots. One office contract is worth $24,000 a year; losing it over a missed night costs more than the software.
Square-foot bids
Walk the building, then send the bid before the other two cleaners do
Do your math the way you always have: cleanable square feet, how fast your crew cleans, how many nights a week. Then the bid is square feet times your monthly rate, one line, the same way for every building. Put strip and wax, carpet extraction and high dusting underneath as add-ons the facility manager ticks, so the extras get sold on the same page. They sign it from the link, and you're told when they open it, so you call that afternoon, not after the board has met.
- 9,600 sq ft, 5 nights a week, at $0.21 a month
- Strip and wax VCT, 1,800 sq ft at $0.55, as an add-on
- Carpet extraction, 4,200 sq ft at $0.18
- Signed from the link, no login
- A notification when the manager opens it
Monthly contract billing
Every building billed on the 1st, without typing it again
Date the first invoice on the 1st and put it on repeat in the mobile app: $2,016 for Bldg A, monthly. BestMate emails it on its own every month with a Pay Now link, and the facility manager pays by card, ACH or PayPal, or mails a check you record by hand. The price is the price, whether November has 20 cleaning nights or 22. The strip and wax goes out as its own invoice the morning after. The invoice report shows who's paid, who's waiting and who's past due, so the credit union's September bill doesn't slip into December.
- Bldg A, $2,016, emailed on the 1st
- One recurring invoice per building
- Strip and wax, $990, billed once
- A check from the credit union recorded by hand
- Paid, awaiting payment and past due, in one report
Night crews, many sites
Five nights a week at five buildings, set once and seen by the right cleaner
In the mobile app, set Bldg A to repeat weekly on Monday through Friday at 6pm, the dental office on Monday, Wednesday and Friday, the credit union on Tuesday and Thursday. Assign each to the cleaners who work it: they get an email, and the job shows them the address and your notes, like the alarm code, the key box and the suite that's off limits. When an office closes for Thanksgiving, delete that night for this booking only and the rest of the series stays. A series holds up to 90 visits, so a five-night building fills about 18 weeks ahead; start the next one when it runs low.
- Bldg A, weekly Mon to Fri, 6:00 PM
- Dental office Mon, Wed and Fri after the last patient
- Alarm code and key box in the job's notes
- Thanksgiving night skipped, this booking only
- Strip and wax on Saturday morning, two cleaners on it
Staff hours
The crew clocks in at the building. Friday's hours are already added up.
Invite each cleaner by email and they get their own login. Set them to see only the buildings assigned to them, and choose area by area what else they can open, so bids and invoices stay with you. They tap Clock In when they unlock the door and Clock Out when they set the alarm, and the building goes in the entry's note. The timesheet report totals each person's hours for any dates you pick, to the hundredth of an hour, and emails you the entries as a CSV. A missed clock-out at 11pm gets fixed on the web the next morning.
- Keisha: 5:55 PM to 9:40 PM, Northpoint B
- Each cleaner sees only their own buildings
- Hours per person for the week, to 2 decimals
- Entries emailed to you as a CSV for payroll
- A forgotten clock-out fixed on the web
Property managers, many buildings
One property manager, three buildings, one account
Keep Crestline as one customer and add each building as a service address. Pick the right one when you start a bid, a job or an invoice, and the paperwork names Bldg C, not the head office. Their record holds every bid, every night on the calendar and every invoice, with what they still owe across all three buildings. The facility manager's cell, the alarm company and who signs the contract go in the customer's notes, not in your texts.
- Crestline: Bldg A, B and C as service addresses
- The carpet bid names Bldg C
- What Crestline owes across all three
- Texts with Renee on the same record
- Alarm company and who signs, in the notes
Supplies and margins
Liners, towels and floor finish on the receipt. October's margin on one screen.
Log each supply run with a photo of the receipt: the can liners, the roll towels, the five-gallon pail of finish for Saturday's strip and wax. Pick one of 15 categories like Materials or Equipment, and your crew lead can log their own. The expense report totals spending by category for any dates, and profit and loss puts it against what you invoiced. It's by the month across all your buildings, not per building: expenses aren't tied to a site or a contract.
- Two cases of 40x48 liners, under Materials
- A pail of floor finish for the strip and wax
- Crew lead logs her own receipts
- Report emailed to your accountant as a CSV
- October's net profit, from profit and loss
Bid it on Tuesday. Bill it on the 1st.
Start a 14-day free trial and put your first building's contract on repeat today.
14-day free trial · No credit card required · Cancel anytime