Commercial contracts, billed the way you sold them
A janitorial contract is not a stack of one off cleans. It is a building, a set of nights, a monthly figure and a client who wants proof the work was done. Commercial mode carries all four: the weekday set is one job, the monthly invoice is the contracted amount and does not move with the visit count, the PO number prints on the line, a month of visits is approved in one pass, and inspections score each area by weight with photos attached and a report the client can open.
Commercial mode and inspections are on the Business plan.
Set up the contract
One job per location with the nights it is cleaned. Monday, Wednesday and Friday is one job, so a building cleaned four nights a week is one row in your system rather than four recurring bookings.
Bill it monthly, flat
A monthly flat location has a monthly amount and, if the client requires one, a PO number that prints on the line. The invoice is that amount. It does not multiply by how many nights fell in the month.
Approve the month in one pass
Instead of confirming forty visits one at a time, approve the month. Anything already confirmed, finished, canceled or already in the past is skipped with the reason shown, so nothing is silently rewritten.
Walk the building and score it
An inspection scores each area out of its own maximum, with each area carrying its own weight. Attach photos. When the report is ready, send it and the client opens it in their portal.
A monthly flat contract bills the monthly amount, whatever the calendar did.
August has twenty two weeknights and February has eighteen. A contract sold at $2,400 a month invoices $2,400 in both. Multiplying the monthly figure by the visit count would overbill a client by thousands, and the office would find out when the client did, so the billing code cannot do it and the visits under that contract are not invoiced a second time on their own.
A score your client can argue with, in a good way
An inspection is a set of areas, each with a weight you chose and a maximum you chose. Restrooms can be worth thirty and the lobby twenty five, because that is how the building is judged. The percentage divides by the weight of the areas actually scored, so an area nobody walked is reported as unscored rather than dragged through the average as a zero.
Photos attach to areas, which is what turns a number into evidence. The finished report opens in the client portal, and it goes out when you send it.
22 visits cleaned in August. The amount is the same in a month with 18.
Scheduling a contract
- Weekday sets: pick the nights and the whole set is one recurring job
- The month view reads back as the nights themselves, for example Mon, Wed, Fri
- Approve a whole month of visits in one action
- Visits already confirmed, in progress, completed, canceled, no show or lockout are skipped with a plain reason
- An unconfirmed visit that is already in the past is skipped rather than confirmed, because confirming it would invent a fact about a night that has passed
Monthly flat billing
- One monthly amount per location, per month, whatever the visit count was
- A PO number carried on the invoice line for clients whose accounts department requires one
- A period run that bills each active location once, and cannot bill the same location twice for the same month
- Locations deactivated mid contract stop billing from the right period
- Visits under a monthly flat contract are not invoiced again per visit
Inspections
- Templates with your own areas, each with a weight and its own maximum score
- The percentage divides by the weight of the areas actually scored, so a skipped break room is not a zero
- A letter grade computed from the percentage
- Photos attached as proof, area by area
- A client visible report the customer opens in their portal, sent when you press send
- Every inspection listed with its building, its date, who walked it and what it scored
The rest of the account
- The same calendar, dispatch board, routes and cleaner app the residential side uses
- Multiple locations under one commercial customer
- QuickBooks Online sync for the invoices and payments
- A public API with bearer keys for whatever your client's own systems need
- A client portal where the contact sees visits, invoices and reports
One building on a monthly contract does not need a second piece of software. Flag the job commercial and the billing changes shape.
Weekday sets, monthly invoices and a month approved in one pass are the three things that eat an office manager's week.
Property managers and facilities contacts want a score and photographs. This gives them both, with your weights, in their own portal.
Does a five week month cost my client more?
No. That is the whole point of monthly flat: the client pays the contracted monthly amount whether the month held eighteen visits or twenty two. The system will not multiply the flat amount by a visit count, and it will not invoice those visits separately on top.
Can I still bill some clients per visit?
Yes. Monthly flat is a setting on a location, not on your account. Residential clients keep per visit invoicing and the two run side by side in the same calendar and the same reporting.
How does the inspection score handle areas we skipped?
It divides by the weight of the areas you actually scored. An inspector who walked past the break room without scoring it has not given it a zero, and the report says which areas were not scored rather than quietly dragging the percentage down.
Do inspection reports email themselves every month?
No. A report goes out when you press send, and the button says so. There is no monthly automatic send, and this page will not tell you otherwise.
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