Cleaning Services CRM
In contract cleaning the agreement is not a price but a scope: which area, how often, with how many people. When the scope is not written down anywhere, every extra job the customer asks for is done free of charge, and nothing can be shown for it at the renewal table.
Every customer site is an account record; the scope, the frequency, the monthly fee and the renewal date are its fields. Extra work outside the scope is a separate record, listed at month end.
- Keep each site's contract scope, frequency and monthly fee on the account record, and drop recurring work onto the calendar as tasks
- Define team shifts and working hours, and take site check-in from the mobile app with location verification
- Have the customer's representative sign the completion form on the signature screen in the mobile app, and write the consumables used onto the same task
- Collect out-of-scope requests in separate records and produce the breakdown of work done outside the contract at month end
| Site and Contract Scope | Every customer site is an account record; the scope, the frequency, the monthly fee and the renewal date sit in its fields. |
|---|---|
| Recurring Work | Recurring cleaning is a task; it falls onto the calendar according to its frequency, and a task that is not done stays open in the list. |
| Site Confirmation | Team check-in is taken from the mobile app and the location is verified; the customer's representative signs the completion form on the signature screen in the mobile app. |
| Out-of-Scope Request | Work that is not in the contract is a separate request record; it is linked to the site, and whether or not it was charged sits in its field. |
In cleaning services the whole job is built on repetition: the same building, the same team, the same work every day or every week. When that repetition lives only on a rota, the day a member of staff does not turn up, who goes instead is sorted out by phone in the morning, one job that day is left undone, and that it was left undone is only learned when the customer calls. The real erosion happens in the scope: window cleaning written as weekly in the contract is done three times in the month because the customer asked for it, and because there is no record of this anywhere, only the price is left on the table at the renewal meeting.
In Rapitek CRM every customer site is an account record; the scope of the contract, its frequency, its monthly fee and its renewal date are fields on that record. Recurring cleaning falls onto the calendar as a task according to its frequency, team shifts and working hours are defined in the system, site check-in is taken from the mobile app and the location is verified; fake location reporting is detected. At the end of the job the customer's representative signs the form on the signature screen in the mobile app. Because an out-of-scope request is opened as a separate record, what was done outside the contract is listed at the end of the month and the renewal meeting is entered with that breakdown.
The scope of the plans and the separately priced items are set out on the pricing page.
