A janitorial CRM that runs the contract, from the walkthrough to the monthly invoice to the next inspection.
Commercial cleaning runs on recurring contracts, night shifts and buildings you are trusted to enter alone. Most field software assumes a single visit followed by a single invoice. Ours is organized around buildings, scopes, crews and the inspections that keep an account from walking away.
The account, the building and the scope are the records that matter
A commercial cleaning company sells a scope of work, not a visit. The proposal says which areas get cleaned, which tasks happen nightly, weekly, monthly or quarterly, and what that costs every month. After the contract is signed, the scope becomes the crew's instructions, the inspector's checklist and the basis for every extra-work request. When the scope lives in a document on someone's laptop, the crew cleans from memory and the client notices.
The operation is also unusual. Crews work at night in empty buildings, often for a few hours at each stop. Supervisors drive between sites checking work and covering call-offs. Keys, badges and alarm codes have to be tracked. One property manager may control several buildings with different scopes and billing contacts, and the contract renewal date matters more than any single invoice. A CRM that knows only customers and jobs cannot hold that shape.
What a janitorial CRM has to hold
If any of this lives in a binder in the supervisor's car, accounts slip.
Accounts, buildings and contacts
A management company with several properties, each building with its own address, access instructions, decision maker, on-site contact and billing contact, so the right person hears about the right building.
Scopes by area and frequency
Lobby, offices, restrooms, break rooms and floors listed with tasks and how often each happens. The same scope drives the proposal, the crew's nightly checklist and the inspection form.
Walkthrough notes that become proposals
Area measurements or estimates, floor types, restroom fixture counts, special requests and photos captured on a phone during the walk, then turned into a written proposal with a monthly price.
Recurring billing and extra work
Monthly invoices generated on schedule, purchase order numbers carried on each invoice, and extra-work tickets (a carpet extraction, a floor refinish, a move-out clean) billed separately with the client's approval attached.
Inspections and client tickets
Supervisor inspections scored against the scope with photos, and client-reported misses logged as tickets with a due time, so the account history shows how quickly problems were fixed.
Key, badge and alarm code control
Who holds which key or badge for which building, when it was issued and returned, with alarm codes restricted to the staff assigned to that building.
How we build a CRM for a cleaning company
We built field software for our own companies first; yours is shaped around your buildings and your crews.
A crew app that works at night
Each cleaner sees tonight's buildings, the access notes and the checklist for each area, checks tasks off, and photographs anything broken or unusual. The supervisor sees progress across all buildings from one screen.
Call-off coverage
When a cleaner calls off, the supervisor sees which buildings are uncovered and who is available nearby, and can reassign the route from a phone before the shift starts.
Contract renewal tracking
Each contract carries its start date, term, notice period and renewal date, with reminders far enough ahead to schedule a review meeting and a fresh inspection before the client starts shopping.
Supply tracking per building
Paper, liners and soap used at each site recorded against the building, so supply costs show up in each account's margin and restocking happens before a restroom runs out.
Account profitability
Monthly revenue, labor hours, supplies and extra work per building on one screen, so you can see which accounts pay well and which need a price conversation at renewal.
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
Custom CRM for commercial cleaning, answered.
Why not buy packaged janitorial software?
Packaged janitorial products cover a lot and suit many companies. A custom build follows your scope format, your inspection form and your billing, runs in accounts you own, and adds no cost per cleaner. Compare the vendors' own pages before choosing.
Can it track hours for payroll?
Yes. Clock-ins by building feed timesheets you export to your payroll provider. The setup is covered in our crew payroll guide.
Can clients log in?
If you want them to. A client portal shows their buildings, recent inspections, open tickets and invoices, which many property managers appreciate.
How do we move our accounts over?
We import clients, buildings, scopes and open invoices from your current system or spreadsheets, review them with you, and keep the old system readable through the first billing cycle.
Custom CRM for commercial cleaning. Owned by you.
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