Cleaning business software every address cleaned, every clean invoiced
One agreement per block or office, the visit that opens itself each week, the cleaner's checklist with photos, one line at your agreed price and the invoice. Below we follow a weekly communal clean of three blocks of flats in Leeds.
Illustration. Real screens with demo data are coming soon.
One week
How the cleaning business software works: 8 steps from agreement to invoice
Priya Shah runs a commercial cleaning firm in Leeds with eight cleaners. Ashgrove Court, three blocks of flats run by a residents' management company, has signed up for a weekly clean of the stairs, landings, entrance halls and bin stores at £85 a block. This is how that contract runs in Bidmio.
1
Monday 09:00 · Customer and blocks
One customer, three blocks, each with its own address
Priya adds Ashgrove Court Residents' Management Company as a customer and enters Block A, Block B and Block C as its sites. Each site has its own address and a note for the cleaner: where the key safe is and which door the bin store uses. There is no boiler or machine to register. A cleaning contract is about a place, and that is what the agreement will point to.
Several sites under one customer
Address and access notes on each site
No equipment needed to start
SoloProfessional
Illustration. Real screens with demo data are coming soon.
2
09:10 · Agreement
A weekly agreement on each block at £85 a clean
In Service agreements Priya picks Block A under Whole sites, sets every 7 days, the first clean on Tuesday and two days of slack, so a visit done on Wednesday still counts as on time. She types £85 as the fixed price per visit, without VAT, and chooses the Communal areas checklist. She repeats it for the other two blocks. Next Tuesday falls a week after the planned Tuesday, even when this week's clean ran a day late.
Interval in days, first date and days of slack
Fixed price per visit, without VAT
A checklist the cleaner fills in on every visit
SoloProfessional
Illustration. Real screens with demo data are coming soon.
3
Tuesday 06:00 · Visits open
Tuesday's cleans are waiting before anyone is awake
Early on Tuesday Bidmio opens a visit for each block that is due. Nobody has to remember the contract: the three visits wait in planning with the customer, the address and the deadline already filled in. Priya gives them to Tom and sees how many visits each cleaner already has that day, so Ashgrove does not land on someone who is booked solid.
Visits open by themselves on the due date
Customer, site and deadline already on each visit
Visits per cleaner for the chosen day
SoloProfessional
Illustration. Real screens with demo data are coming soon.
4
08:30 · On site
Tom starts the clock at the door of Block A
Tom opens today's list on his phone, taps Block A and navigates there. At the entrance he presses Start work and the clock runs. If the bin store is locked and he has to wait for the caretaker, he presses the waiting button and the clock stops, so the office sees why the visit took longer instead of ringing round.
Today's visits in order on the phone
Navigate and call straight from the visit
Time on site measured, waiting kept apart
SoloProfessional
Illustration. Real screens with demo data are coming soon.
5
09:20 · Checklist
Stairs, rails, glass, bins: ticked and photographed
The Communal areas checklist sits on the visit: stairs and landings vacuumed and mopped, hand rails wiped, entrance glass, mats, bin store swept, cobwebs removed. Tom ticks each line and takes a photo of the entrance hall and the bin store when he is done. Two weeks later a resident complains that the bins were never touched, and Priya opens that visit and sends the dated photo.
Your own checklist for each kind of contract
Photos with date and time on every line
The record stays with the site's history
Professional
Illustration. Real screens with demo data are coming soon.
6
09:35 · Report
One line at the agreed price, the hours shown at £0
Tom presses Done. The visit becomes a service report with one line, Weekly communal clean with the day's date, quantity 1 at £85. His hour and five minutes appear on the report too, priced at £0, so the customer sees the work without paying for it twice. Nobody is on site to sign, so the report goes to the management company's contact as a link, and she signs from her desk.
The fixed price added as one line, once per visit
Hours visible on the report, priced at zero
Signature on the phone or through an emailed link
SoloProfessional
Illustration. Real screens with demo data are coming soon.
7
Friday 16:00 · Invoice
Every finished clean that still has no invoice, in one list
On Friday Priya opens the list of finished visits without an invoice. The three Ashgrove cleans are there with £255 waiting to be billed. She creates the invoices from the signed reports: the £85 lines move across, 20% VAT is added and her bank details and payment terms are at the bottom. A clean that never happened never opened a report, so it cannot slip onto an invoice either.
Finished visits with no invoice and the amount waiting
Invoice lines taken from the signed report
Payment reminders when an invoice goes overdue
SoloProfessional
Illustration. Real screens with demo data are coming soon.
8
The week after · Extra job
A one-off deep clean after a leak, billed by the hour
A pipe bursts on the top landing of Block C and the management company asks for a deep clean and a carpet extraction. That is not part of the weekly agreement, so Priya opens it as a separate service request. Tom's hours and the cleaning chemicals he uses go on that report at their normal price, and the weekly cleans carry on untouched.
Extra work as its own request on the same site
Hours and material at your price list rates
The weekly agreement keeps running alongside
SoloProfessional
Illustration. Real screens with demo data are coming soon.
Where the money leaks
The stairs are clean. Nobody can prove it.
A cleaning contract is won on price and lost on doubt. When a resident says the bins were not done, you need more than your cleaner's word, and when a week is skipped, the invoice should not go out as if nothing happened.
Today
The weekly round lives in the owner's head or on a whiteboard
Cleaners text a thumbs-up instead of a record
Complaints become your word against a resident's
Invoices typed at the end of the month from memory
One-off deep cleans quoted on the back of an envelope
With Bidmio
An agreement on every address opens each visit by itself
The cleaner ticks a checklist and adds photos on the phone
Time on site and photos with the date answer the complaint
Each finished clean carries your agreed price, ready to invoice
Deep cleans as their own job, priced by hours and material
Live demo
Try the service part of Bidmio with demo data
A demo account with customers, sites, service agreements, visits and reports already in it. No sign-up needed, and the data is reset every day.
The list of finished visits without an invoice shows each clean with its agreed price. Create the invoice straight from it. Visits marked as included in a contract stay out of it.
app.bidmio.com
In detail
Running cleaning contracts in Bidmio: agreements, prices and proof
The steps above followed one week at one customer. Here is how the same pieces work across all your contracts, and where Bidmio stops.
Agreements on an address, not on a machine
Most service software assumes you maintain equipment: a boiler, a lift, an air-conditioning unit. A cleaning firm maintains places. In Bidmio a service agreement can point to a whole site, so the stairwell, the office floor or the surgery is the thing the visits are about.
Each agreement has an interval in days, a first date and, if you like, a number of days of slack. The cycle keeps to the planned dates, so a clean done a day late does not push every later clean back. An office cleaned twice a week gets two agreements, one starting on Monday and one on Thursday, each every 7 days.
When a contract ends you end the agreement. No more visits open, and the history of every clean stays on the site.
Whole sites and devices in the same agreement list
Interval, first date and slack per agreement
Ending an agreement keeps its history
A fixed price per clean, or a monthly fee
Cleaning is sold by the visit, not by the hour. When an agreement has a fixed price, every visit it opens ends with one line at that price, without VAT and in your currency. The hours the cleaner booked stay on the report at zero, so a slow clean does not cost the customer more and a quick one does not cost you money.
Completing the same visit twice does not add a second line, and a report that is already signed or invoiced is never rewritten. If the agreement has no price, the visit is billed by its hours and material as before.
Some customers pay a flat monthly fee instead. Bidmio does not put a monthly fee on the agreement itself. Send the fee as a recurring invoice from Finance, leave the agreement's price empty and mark its visits as included in the contract, so they stay off the list of visits waiting for an invoice.
One price line per visit, never two
Signed and invoiced reports are never changed
Monthly fees as a recurring invoice
Proof of work your customers can see
In contract cleaning the customer is rarely there when you work. The proof has to travel on its own. Every visit records when the cleaner started and finished, the ticked checklist and the photos, and the signed report goes to the customer as a PDF.
If you switch on customer reminders under Settings → Service, the customer gets an SMS or an email before the visit and can confirm or ask for another day. That is useful for private homes and surgeries where someone has to open the door; for communal areas you simply leave it off.
Start and finish time on every visit
Checklist and dated photos on the report
Optional SMS or email before the visit
What Bidmio does not do for cleaning firms
Bidmio plans visits, not shifts. There is no rota of fixed weekly hours per cleaner, and it does not run your payroll in the UK. It does not order consumables from your supplier by itself, and an agreement has no season or end date of its own: you end it when the contract ends.
Bidmio does not file anything with HMRC, has no Making Tax Digital submission and does not connect to Xero, QuickBooks or Sage. Invoices show your bank details and payment terms; there are no card payments or payment links for customers.
No shift rota and no UK payroll
No monthly fee on the agreement: use a recurring invoice
No HMRC filing and no link to Xero, QuickBooks or Sage
How to start
On a new Bidmio account the service module is already on. On an older account an administrator switches it on under Settings → Service. Then add your biggest customer with its sites, create one agreement per site and let the first week of visits open by themselves.
Typical work
Cleaning software for the jobs you do every week
From a block of flats every Tuesday to a one-off clean after the builders.
Communal areas
Stairs, landings, entrance halls and bin stores, one agreement per block with its own price.
Offices
Two or three cleans a week as separate agreements, each with its own checklist.
Surgeries and clinics
A checklist that matches your cleaning specification, ticked and photographed on every visit.
End-of-tenancy cleans
A one-off request with hours and material, signed by the landlord or agent.
Window cleaning
A round of addresses every four or eight weeks with a fixed price per address.
After-builders cleans
A separate job on a new site, quoted first and invoiced from the signed report.
Switching
What you can stop using
Customers and their addresses can come in from a spreadsheet. We help you on a call when you switch.
Plans in euros, your invoices in poundsBidmio plans are priced and billed in euros, so your card or bank converts the monthly amount. Everything you send to customers, quotes and invoices included, is in pounds with UK VAT.
Your accountant keeps the booksInvite your accountant as an external user and remove the access in one click, or send a CSV export. Bidmio does not file with HMRC and does not replace Xero, QuickBooks or Sage.
Do I need to register equipment to use service agreements?+
No. An agreement can point to a whole site, such as a block of flats, an office floor or a surgery. Agreements on equipment still work the same way for firms that need them.
How does the fixed price per clean work?+
You enter the price without VAT on the agreement. When a visit it opened is finished, the report gets one line at that price, and the hours booked on the visit show at zero. A signed or invoiced report is never changed, and finishing the same visit twice does not add a second line.
Can I charge a monthly fee instead of a price per clean?+
Not on the agreement itself. Send the monthly fee as a recurring invoice from Finance, leave the agreement's price empty and mark the visits as included in the contract so they do not wait for an invoice of their own.
An office is cleaned on Monday and Thursday. How do I set that up?+
With two agreements on the same site, one starting on a Monday and one on a Thursday, each every 7 days. Each opens its own visit on its own day.
What if a clean is done a day late?+
It still counts within the days of slack you set, and the next clean stays on its planned day. The cycle follows the agreement's dates, not the day the work happened.
How do I prove a clean was done?+
Each visit records the start and finish time, the ticked checklist and the photos, and the customer gets the signed report as a PDF. Checklists with photos are part of the Professional plan.
Is the service module switched on?+
On new accounts it is on from the start. On an older account an administrator switches it on under Settings → Service, in one click.
Does Bidmio do staff rotas or payroll?+
No. Bidmio plans visits and measures the time on each one, but it has no shift rota and no UK payroll.
