Keep each site close to its scheduled labor hours by catching overruns while the pay period is still open.
Labor overruns usually show up on the payroll report, after the extra hours are already paid. The Locations view of the Budget to Actual report compares each site's budgeted hours from your schedule, assigned hours from the cleaners on those shifts and actual hours from their clock-ins. Your managers see which site ran over, and which night and cleaner caused it, while there is still time to correct it.
The Locations view of Budget to Actual shows budgeted, assigned and actual hours for each site over the date range you choose. The variance badge turns red on sites that ran over, so your office knows where to look first.
Each site breaks down day by day with each cleaner's hours underneath. A forgotten clock-out gets found and corrected from the same screen, before it turns into paid hours.
Widgets for today's shifts, who is clocked in and today's hours give each manager the evening's status without calling the sites.
On the Expert plan, the same report puts a dollar figure on each overrun, with actual hours costed at each cleaner's pay rate, including overtime.
When a site runs over its labor hours, the overrun often shows up on the payroll report after the hours are already paid. Clean Smarts compares each site’s scheduled hours with the hours your cleaners clocked while the pay period is still open. Your managers get time to correct the schedule or the timesheet before you pay for the extra hours.
When you run many buildings, a few extra hours at one site are hard to spot until the payroll total comes in high. The Locations view of Budget to Actual compares each site’s budgeted hours from the shifts and work orders you scheduled with its assigned hours and the actual hours from clock-ins. A variance badge turns red on sites over their assigned hours, so your office reviews one location, the whole company or, on the Expert plan, a group of locations and starts with the red ones.
A site can look only slightly over for the week because one night ran long, for example when a cleaner forgot to clock out. Clean Smarts opens each site into its labor variances, with each day marked against the assigned hours and each cleaner’s time in and time out underneath. Your manager corrects the forgotten punch in the same place, while the pay period is still open.
Labor Variances · Riverbend Medical Plaza
Mar 9, 2026 to Mar 13, 2026
| Location / User | Mon, Mar 9 | Tue, Mar 10 | Wed, Mar 11 | Thu, Mar 12 | Fri, Mar 13 | Total |
|---|---|---|---|---|---|---|
| Riverbend Medical Plaza | 16 h , Slightly under | 15 h 45 m , Slightly under | 16 h , Slightly under | 19 h 30 m , Greatly over | 16 h , Slightly under | 83 h 15 m |
| Keisha Brennan | 8 h | 7 h 45 m | 8 h | 8 h | 8 h | 39 h 45 m |
| Andre Osei | 8 h | 8 h | 8 h | 11 h 30 m | 8 h | 43 h 30 m |
An hour of overtime costs more than an hour of regular time, so an overrun measured in hours can understate what it costs you. On the Expert plan, the Dollars view of Budget to Actual shows budgeted, assigned and actual labor cost, with actual cost at each cleaner’s pay rate and overtime at its own rate. When you decide where to trim a schedule, you start with the sites where the extra hours cost the most.
Checking whether the evening crews showed up often means phone calls or a drive from building to building. On your Clean Smarts home page, Today’s Shifts sorts the day’s shifts and work orders into Upcoming, Completed and Missed, and Currently Working lists who is on the clock and on which shift. Your manager follows up on a missed shift the same evening rather than the next morning.
Upcoming: 3, Completed: 4, Missed: 0
Evening janitorial service
Summit Office Tower
Lobby floor care
Harborview Corporate Center
Nightly janitorial service
Riverbend Medical Plaza
Marisol Alvarez
Evening janitorial serviceTomas Delgado
Lobby floor careSummit Office Tower
10 h 15 m
Harborview Corporate Center
9 h 5 m
Cedar Park Elementary
8 h
Ironworks Office Tower
6 h 30 m
Mar 17, 2026 Total: 33 h 50 m
Clients sometimes ask whether their building is getting the hours and the cleanings in the contract. Budget to Actual exports budgeted, assigned and actual hours to Excel, and the Schedule Status Report lists each scheduled shift and work order with a status such as Complete, Late or No Show. You bring both to the account review and answer the question with records from the schedule and the time clock.
To see whether an account makes money, Job Costing adds supply cost and revenue to labor. To grade each location every month on staffing, quality and cost, use Scorecard.
With budgeted, assigned and actual hours side by side for each site, your office corrects overruns during the pay period instead of finding them on the payroll report.
Budgeted hours come from the recurring shifts and work orders scheduled at a site, so when you change the schedule the budget changes with it. Assigned hours are the hours of the cleaners scheduled on those shifts each day. Actual hours are the time cleaners clocked, split into regular, overtime and double overtime. The variance badge compares actual hours with assigned hours.
The time your cleaners clocked. You can count only approved hours, and you choose which kinds of time to include, such as shifts, work orders, inspections and unassigned time.
The report reads the latest clock-ins and schedule each time you open it or change the date range, location or group. On the home page, the Today's Shifts widget also refreshes when someone changes a shift or an assignment.
Yes. Budget to Actual exports to Excel. You choose which of budgeted, assigned and actual hours to include, whether to add the differences between them, and whether to group by day or by week. On the Expert plan, users whose role includes cost visibility can also include rates and costs. The Schedule Status Report exports to Excel too.
Dollar figures are on the Expert plan, and they appear only for users whose role includes cost visibility. Hours are available to managers who can edit time tracking. In Budget to Actual, each manager sees only the locations and groups they have access to.
No. The home page widgets and these reports are in the Clean Smarts web app. Cleaners clock in with the mobile app or a kiosk, and those clock-ins are the actual hours in the reports.
This page covers labor hours against the schedule and the daily view of your operation. Job Costing shows whether each account makes money, using labor cost, supply cost and revenue. Scorecard grades each location every month on staffing, service quality and cost control.
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