Proposals, certificates and invoices that reach the facility manager and accounts payable.
Commercial clients run on email paperwork: proposals, insurance certificates, vendor forms, purchase orders, monthly invoices and inspection reports. A free address looks small to a corporate buyer and often never reaches accounts payable. A company domain plus shared mailboxes fixes both problems.
Facility clients expect vendor-grade paperwork
Winning a building is only half the paperwork. Before the first night, a property management company or a corporate client may want an insurance certificate listing them as an additional insured, a tax form, vendor registration in their payment portal, signed confidentiality or key control agreements and a contact list for after-hours issues. All of that goes back and forth by email, and corporate mail filters treat free addresses and unauthenticated domains with suspicion.
Then the billing begins. Monthly invoices go to an accounts payable inbox that may receive hundreds of messages and screens senders strictly. An invoice that lands in spam is an invoice that gets paid late. Mail carrying SPF, DKIM and DMARC for your domain, sent from a consistent billing address, gives your invoices the best chance of reaching the right queue.
What janitorial email has to handle
Delivery, shared inboxes and continuity.
Mail that passes sender checks
Your domain publishes SPF, DKIM and DMARC, so corporate and property management mail systems accept your proposals, certificates and invoices.
A billing address that never changes
One billing mailbox for invoices and payment questions, so accounts payable departments can whitelist it once and keep paying you through staff turnover.
A service inbox clients can use
A shared address for service requests and complaints, read by the office and the supervisors, with each message turned into a ticket on the right building.
Mailboxes for supervisors and sales
Company mailboxes for the people clients deal with, so client conversations stay with the company if someone leaves.
Records you can produce
Proposals, signed scopes, inspection reports and client approvals for extra work, kept searchable for as long as you need them, in case a billing dispute or a contract review comes up.
Our email setup for janitorial firms
Hosted mail in your company's own account; we keep only a support seat you can remove.
Google Workspace or Microsoft 365, owned by you
Registered to the business, with the main admin login in your hands, sized for the office staff and supervisors who need mailboxes, and billed to you directly.
Sender records published and checked
We add the authentication records to your domain and test mail from the office, the CRM's invoice sender and your proposal tool until each passes.
Shared addresses for billing, service and hiring
Set up as team inboxes or groups, with service requests flowing into CRM tickets and applications flowing to whoever hires.
Templates for vendor onboarding
Ready replies for the documents new clients always request, with your insurance certificate request process and company details, so onboarding a building takes one email instead of five.
What you own on day one.
Every account is opened in your company's name with you as the owner. If you ever leave, you change a password, not your business.
- Domain, hosting and the site files
- Phone numbers and call recordings
- The CRM and its database
- Email and text lists, with consent records
- Google Business Profile and every listing
- Analytics and Search Console
Business Email for commercial cleaning, answered.
Do corporate clients care if we use a free address?
Many vendor departments do, and their mail filters often do too. A domain address also tells the buyer you plan to be around for the length of the contract.
Why are our invoices getting paid late?
Sometimes because they never reached the accounts payable inbox. Authentication records, a consistent billing address and invoices sent from your domain fix the most common causes.
Can cleaners have email addresses?
They usually do not need full mailboxes. Supervisors and office staff do. Crews can use the CRM app for checklists and messages instead.
How do I check whether my mail is going to spam?
Send test messages to a few accounts and read the headers, or follow our spam folder test steps.
Business Email for commercial cleaning. Owned by you.
Start with the instant website checkup of your current site: your grade and top 3 fixes, no sign-up. Or get a free system quote for the whole commercial cleaning setup.
Instant website checkup