A cleaning CRM that knows which team, which checklist and which door code belong to Tuesday at nine.
A cleaning company does not run on jobs. It runs on a standing schedule of homes, each with a team that knows it, a checklist the client approved, a code to get in and a card to charge when the visit is done. Generic field software treats every visit as a new job. We build the schedule, the home and the team as the center of the system.
A cleaning business is a standing schedule, and the software has to think that way
Most field software was built for a visit that ends with an invoice. A cleaning company's unit of work is the recurring client: a home that gets cleaned every other Tuesday for three years, by the same two people if you can manage it, with a list of what to do and not do that grows every visit. The record that matters is the home. What products the client wants used on the marble, which bedroom door stays shut because of the cat, whether the alarm needs a code or a fob, where the spare vacuum bags are. If that lives in a team lead's memory, it leaves when she does.
Then there is the daily puzzle. A cleaner calls out at seven in the morning and three homes need a substitute who has never been there. A client texts to skip this week. A holiday lands on a Monday and every Monday home needs a new day. A new client wants biweekly starting next week in a part of town where you have no team until the following month. Spreadsheets and group texts can hold that for a while; they cannot hold it at twenty teams, and they cannot tell you which homes are quietly losing money because the visit takes longer than you quoted.
We built a CRM for our own service companies before we built one for anyone else, and the lesson was that the sequence has to match the business. For cleaning that means the home profile, the recurring schedule, the team, the entry details and the card on file are first-class records, and a visit is one row in that schedule.
What a house cleaning CRM has to keep straight
If any of these lives in a group text, a visit will go wrong this month.
The home profile with the approved checklist
Rooms, surfaces, products to use and products to avoid, the client's three priorities, pets and where they will be, and the standard checklist with the client's changes, on the team's phone before every visit.
Entry details with access by day
Door codes, lockbox locations, alarm codes and key tags kept in a separate vault from the client record, shown only to that day's assigned team, hidden again by morning, and logged every time someone looks.
Recurring schedules that bend without breaking
Weekly, biweekly, every four weeks and custom patterns, with skips, vacation holds, holiday shifts and a change of day that moves every future visit, and a text to the client for each change.
Teams, substitutions and call-outs
Each home's usual team, the backup who has been there before, and a one-screen swap when someone calls out that reassigns the day's homes and warns the clients whose team is changing.
Charge after the visit, tips to the right people
The card on file is charged when the team marks the visit complete, the receipt goes to the client, and a card tip is recorded on that visit so it reaches the cleaners who earned it at payroll.
Time on site against the quote
Arrival and departure on each visit, compared with the labor hours in the quote, so the office sees which homes have grown past their price and can raise the rate before the margin disappears.
How we build a cleaning CRM
Built for your company's rules, run in your own accounts, with no per-seat fee that grows with every cleaner you hire.
A pricing table that the website and the phone share
Bedrooms, baths, frequency, condition and extras priced once, used by the online quote, the receptionist and the office, so a client never hears two numbers for the same house.
A team app for the day's route
Each team lead sees the day's homes in order, the checklist, the notes, the entry details for that home only, and marks arrival, completion and photos of anything broken or unusual before leaving.
Post-visit feedback that reaches you first
A two-question text goes out when the team marks the visit done, and a low score opens a ticket for the office before the client writes a review, with the re-clean scheduled from the same screen.
Rental turnovers from the host's calendar
For short-term rental clients, a calendar export from their booking platform turns each check-out into a turnover visit with the restock list and photo requirements attached.
Owner reports without a spreadsheet
Active recurring clients, visits per week per team, cancellations and lockouts by client, time on site versus quoted hours, and which clients paused in the last month, on one screen.
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 house cleaning, answered.
How is this different from the cleaning software I rent now?
Rented software fits the average cleaning company and charges per user, which punishes growth. A custom build fits yours: your checklist, your pricing table, your policies on lockouts and tips, and because it lives in accounts you control, nothing switches off when you stop paying a vendor. Our cleaning software guide compares the rental options fairly.
Can it keep the same team at each home?
Yes. Each home has a preferred team and a backup, the scheduler keeps the pairing unless someone is out, and the office sees every substitution on the day's board before it happens.
How does it handle a client who pauses for the summer?
A hold with a return date. The visits drop off the schedule, the card is not charged, the slot is offered to the waitlist, and the client gets a text the week before the return asking to confirm.
What does payroll look like?
Hours or visits per cleaner, plus recorded tips, exported as a plain file for whoever runs your payroll. The system does not process payroll itself and does not need to.
Can clients see their own schedule?
Yes, through a simple client page: upcoming visits, the option to skip or reschedule within your policy window, the checklist, receipts, and a way to update the entry instructions without emailing a code to anyone.
Custom CRM for house cleaning. Owned by you.
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