Software for office cleaning contractors.
Work done after everybody leaves, judged by people who only see the result.
14 days free access · no card needed
Office cleaning is the hardest kind of work to prove, because almost nobody is there when it happens. A team arrives at six, works unsupervised across several floors, and leaves before the client sees anything. What the client experiences the next morning is either nothing wrong, which goes unremarked, or one thing wrong, which becomes an email.
That asymmetry shapes the whole contract. Months of correct work generate no record at all, and a single missed bin generates a complaint that feels, to the client, like evidence of a pattern. Without something written down, you have nothing to answer it with except your own recollection.
The second difficulty is scope. Office specifications accumulate quietly — a kitchen added here, a meeting room there, a request that became routine — until the labour on site no longer matches the labour that was priced. Nobody decided this; it drifted, and it drifted because the specification was in the tender document and nowhere else.
What office cleaning contracts are answerable for
- Contract scope, specification and renewal dates
- Site profiles with access notes and the spec that applies
- Schedules and shift patterns per site
- Task checklists completed on site, with photo evidence
- Scored quality audits, with findings raised as issues
- Client-ready completion and audit reporting
What makes this hard for office cleaning contracts
The work happens when nobody is watching
An evening clean is unsupervised by definition. The only people who could confirm it happened are the cleaners themselves, and if they have no way to record it, the contract runs on trust until the first complaint.
One complaint outweighs a quiet year
Correct work leaves no trace, so a client's impression is built almost entirely from the exceptions. Answering a complaint with a dated record changes the conversation completely.
Specification creep nobody priced
Extra rooms, extra frequencies and standing favours attach themselves to a contract over years. By the time anybody notices, the site is unprofitable and the reason is undocumented.
Cover arranged by phone
Absence on an evening shift is resolved in the twenty minutes before it starts, usually by calling round. The rota that exists on paper and the rota that actually happened diverge, and only one of them is written down.
Audits that mean nothing yet
A walk-round with no score and no record produces a conversation, not a trend. Two audits six months apart are only useful if they were scored the same way.
How CleanOptix helps
The work happens when nobody is watching
Checklists are completed on site with photo evidence attached, so an evening clean leaves a record made by the person who did it rather than a claim made the following week.
Task checklistsOne complaint outweighs a quiet year
Completion and audit reporting is client-ready, so a complaint is answered with the dated record of what was done rather than with an assurance.
Client reportingSpecification creep nobody priced
The specification is held against the contract, which is what makes scope creep visible as a difference rather than as a feeling that the site has got harder.
Contracts and sitesCover arranged by phone
Schedules and shift patterns sit per site, so the rota is a record that can be changed rather than a plan that quietly stopped matching reality.
Schedules and rotasAudits that mean nothing yet
Audits are scored, with findings raised as issues, so the same walk-round repeated across a year becomes a trend you can show a client.
Quality audits
The people doing this job
Contract managers
Holding several office sites and the client relationship on each.
cleaning specificationArea and mobile supervisors
Covering sites in sequence, auditing some and firefighting the rest.
site auditCleaners and team leaders
Working the shift, usually alone or in a small team, after hours.
lone workingClient facilities managers
Judging the contract on what they see at nine in the morning.
service level agreementOperations directors
Wanting to know which sites are profitable before the renewal conversation.
productivity rate
What office cleaning contracts ask
- Does it work for a single office site?
- Yes. It is built for multi-site contracts from one site upwards, and the evidence trail is worth the same on one site as on forty — it is simply easier to hold in your head when there is one.
- Can cleaners complete checklists on their phones?
- Checklists are completed on site with photo evidence. Role-based visibility means a cleaner sees the sites they work and nothing else, so giving the whole team access does not open up the contract register.
- Does it handle payroll from the rota?
- No. There is no payroll, invoicing or accounting function anywhere in CleanOptix. Schedules record who was due and who attended; the pay run happens in your own system.
- Does it order consumables?
- No. Stock control and consumables ordering are deliberately out of scope. It runs the cleaning, not the supply chain.
- Will it help us win tenders?
- Not directly — there is no tendering or bid management function. What it gives you is the audit and completion history of your existing contracts, which is usually the strongest material a bid has.
Evidence from a shift nobody saw
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