For commercial cleaners
Eleven buildings, one client, and no idea what happened at site seven.
Nobody from the office is ever there when the work is done, so the record has to be. Every site on the job carries its own crew, its own evidence and its own sign-off — and the hours land where they were actually worked.
Worked example
- The business
- A 35-person commercial cleaning company
- The job
- Strip-and-seal and carpet programme across a property group’s portfolio
- The site
- Eleven buildings, three suburbs, ten working days
A fortnight of deep cleans across eleven buildings for one property group — a stage per site, each with its own crew and its own sign-off.
One record, all the way through. The docket keeps up on its own — scroll, and watch it fill in. Marked in eleven sites, one run.
One client, eleven addresses, one job
Each building is a stage on that job, carrying its own address, its own access notes and its own day. The gate code and the alarm sequence live on the site, not in a supervisor’s phone.
Deep clean programme — 11 sites
Scheduled- Client
- Property group · 11 buildings
- Site
- Each site its own stage, crew and day
Crews go on site by site, and only if they can be there
Drag a crew onto a building and they get that stage — that address, that day, that scope. Anyone whose police check or certificate of currency has lapsed will not take the drop at all, so you find out at the board rather than at the front door.
This week
4 on siteRina
Site 3 — strip & sealTue
Ana
Site 4 — carpetsTue–Wed
Crew B
Site 7 — full deep cleanWed
Joel
Site 9 — glazingThu
The crew sees the building they are standing in
Not the other ten. The site’s induction is on their phone, the before-and-after photos attach to that stage, and their hours go against that building — so the record of site seven is genuinely the record of site seven.
Site 7 · Level 2
SyncedThe building manager signs it off, or it is not finished
Turn on client sign-off and the crew cannot close a site without the signature against that building. The person who inspects the floor is the person whose name is on the record.
Bill each building, or bill the lot
Price it per site and each one is invoiced as it is finished, carrying only that site’s money. Price the programme as one and it goes out as a single tax invoice. The hours are already where they belong either way.
Tax Invoice
INV-0912
Your cleaning business · ABN 29 640 118 774
BSB
013-352
Account
2277 4018
The job, start to finish
JOB-1877
Property group · 11 buildings
Sites on this job
A stage each, its own address
11
Crews booked
Across ten working days
4
Labour
Logged per site, per cleaner
$14,180.00
Materials
Chemicals and consumables
$2,364.00
Sites signed off
By each building manager
11 of 11
Invoiced inc. GST
$25,960.00
Margin
29.9%
$7,056.00
Programme pricing — eleven buildings
Priced the way this work is actually sold: by the square metre, by the pane, by the hour at the rate the shift is worked at. Per site, or across the portfolio.
Your price book, your wording, your rates. Lines copy onto a quote the moment they’re added, so putting your prices up next month never rewrites what you sent last month.
A client on agreed rates gets those rates, baked into the line rather than remembered by whoever built the quote.
JOB-1877
Property group · 11 buildings
Ex GST unless shown
Strip and seal vinyl, front of house
340 m²
$4,080.00
Carpet extraction, hot water
210 m²
$1,890.00
High-level dusting and vent clean
11 sites
$1,485.00
Internal glazing, both faces
96 panes
$768.00
Cleaner, weekend rate
64 h
$2,688.00
What you have to be able to produce for a building you were let into.
The client gave you keys to eleven of their properties. You write the rules once — what evidence, who owes it, when it is due and what it stops — and after that they raise themselves against the right people and the right addresses.
- Police check for every subcontracted cleaner
- Mark it sensitive and it stays manager-eyes-only — even the person who provided it cannot read it back. It sits on them, not on a job, so it follows them to every building.
- Certificate of currency, public liability
- Set it to block, and someone whose cover has lapsed simply will not go on a site. Booking is the point it is enforced, so the gap is caught days before anyone travels.
- Building induction, per address
- Put it on the site once. Every future job at that address raises it automatically — including the one someone captures on a phone at short notice.
- Safety data sheets for the trolley
- A document obligation the office completes itself and hands to the job, rather than something a supervisor is asked to produce during an audit.
You write these rules yourself, once — what evidence, who it’s for, when it’s due and what it holds up. From then on they raise themselves.
Three ways this work loses money.
Not software problems — commercial cleaners problems. Here is what Worksted does about each of them.
The extra hour on every site
Labour is most of what this work costs, and an hour reconstructed on Friday is an hour guessed at. Clocking on against the building means the hours land on the site that used them.
The cleaner who should not have been in that building
A lapsed check is a conversation with your client you never recover from. The compliance state sits on the person and is checked at the moment somebody tries to book them, not at the moment somebody remembers.
The site nobody signed off
Ten buildings are invoiced and one is disputed, and there is no record of who walked it. With sign-off on, a building cannot be closed without the signature recorded against that building.
Put a portfolio on it, not a job.
Fourteen days. Set up one client with several buildings and watch the crews, the evidence and the hours land where they should.
Not quite your line of work