Riverbend Medical Plaza · Nightly janitorial service
Tue, Mar 17 10:00 PM – 6:00 AM
Crew tonight
- Keisha Brennan
- Andre Osei
Apply to Mar 17 only
Work Orders & Shifts
Keep your recurring shifts staffed and get paid for the extra work your clients ask for.
Commercial cleaning companies often juggle recurring schedules that need re-entering, late-night callouts and extra work that never reaches an invoice. Clean Smarts repeats each site's schedule until you change it, and when a cleaner calls out, your manager reassigns that date only. Extra work is quoted, approved by the client from the quote email and, on the Expert plan, invoiced from the work order.
Invoice the extra work your clients approve
Extra work agreed to in a conversation is hard to bill later. Your client approves the quote from the email, and when the job is done, the services and supplies on the work order become the invoice lines. Invoicing from work orders is on the Expert plan.
Callouts covered for one night
A callout should not mean rebuilding the schedule. Your manager replaces the cleaner on one date, the rest of the recurring schedule stays the same, and each cleaner whose assignment changed is notified in their own language.
A recurring schedule you set once
When recurring jobs have to be re-entered, an account can drop off the schedule without anyone noticing. In Clean Smarts, a site's schedule repeats nightly, every other week or on the second Tuesday of the month until you change it, so there is nothing to republish.
Client requests tracked as work orders
Requests made in a portal or a hallway are easy to lose before anyone schedules them. Your office converts a portal request into a work order, or your supervisor creates one from the mobile app, and each job gets a number and a status to follow.
Extra work a client asks for often gets done but never billed, and a late-night callout usually means rearranging the schedule by phone. Clean Smarts puts recurring shifts and one-time work orders on one schedule, so extra work reaches an invoice and a callout is covered without rebuilding the week.
Get paid for the extra work your client approved
Extra work often starts with a quick yes in a hallway, and the client may remember it differently when the invoice arrives. Your client approves the quote by clicking Approve Quote in the email, and the work order records their name and the date. On the Expert plan, you invoice from the work order once the job is done, its services and supplies become the invoice lines, and your client pays for what they approved.
Your client's inbox
You have a new quote
- Service Provider
- Brightline Facility Services
- Location
- Harborview Corporate Center
| Description | Rate | Quantity | Extension |
|---|---|---|---|
| Services | |||
| Strip and wax VCT floors (sq ft) | $0.45 | 3,200 | $1,440.00 |
| Burnish and seal (sq ft) | $0.10 | 3,200 | $320.00 |
| Supplies | |||
| Floor finish, 5 gal | $89.00 | 2 | $178.00 |
| Total | $1,938.00 | ||
Approve Quote
Work order
-
Proposal Sent
Jun 21
-
Approved
Jun 24 · Dana Whitfield
-
Completed
Jun 28
-
Invoiced
Jun 30
Your invoice Expert plan
Invoice 1048 · Harborview Properties
Paid| Description | Rate | Quantity | Line Total |
|---|---|---|---|
| WO #4172 — Lobby floor strip and wax | |||
| Strip and wax VCT floors (sq ft) | $0.45 | 3,200 | $1,440.00 |
| Burnish and seal (sq ft) | $0.10 | 3,200 | $320.00 |
| Floor finish, 5 gal | $89.00 | 2 | $178.00 |
| Total | $1,938.00 | ||
Turn client requests into work orders
Requests for extra work arrive by text, in a hallway or on a paper form left in a truck, and some of that work never reaches the office. In Clean Smarts, each request can become a work order wherever it starts, whether a client reports a spill in the customer portal or your supervisor adds it from the mobile app, even offline. Each job gets a work order number, a status and any photos taken on site, so your office schedules it and bills for it.
Cover a callout without changing the recurring schedule
When a cleaner calls out at night, covering the shift often means editing the calendar and calling people until someone says yes. In Clean Smarts, your manager assigns a replacement for that date only, the rest of the recurring schedule stays as it was, and each cleaner whose assignment changed is notified in their own language. A no-show alert on the shift tells your managers when nobody has clocked in, which leaves time to send someone else that night.
What their phones say
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To Andre Osei
Clean Smarts
New assignment
You have a new assignment for this day only: Riverbend Medical Plaza (Nightly janitorial service)—Tue Mar 17 @ 10:00 PM
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To Marisol Alvarez
Clean Smarts
Removed assignment
You have been unassigned for this day only: Riverbend Medical Plaza (Nightly janitorial service)—Tue Mar 17 @ 10:00 PM
Set each site’s recurring schedule once
When recurring jobs have to be re-entered or republished, a company with dozens of accounts can have one drop off the schedule without anyone noticing. In Clean Smarts, you save each site’s schedule once, whether it runs nightly, every other week or once a year for a carpet contract, and it repeats until you change it. Your accounts stay on the schedule as you add more, and cleaners see their shifts and checklists in the mobile app, even offline.
Recurring extras, such as a monthly window cleaning, are easy to miss on an invoice because they sit outside the contract. On the Expert plan, they run as a work order series, so each visit gets its own work order and you invoice it when it is done.
With recurring shifts and extra work on one schedule, your accounts stay staffed, approved extra work reaches the invoice, and your managers spend less of the night on the phone.
Frequently asked questions
What's the difference between a shift and a work order?
Shifts are the recurring schedule that keeps a site clean night after night. Work orders are one-off or extra jobs with their own services, supplies, checklist and photos. Clean Smarts puts both on the same calendar and in the same mobile app.
What is tag work?
Tag work is extra billable work a client asks for beyond the recurring contract, such as a carpet extraction or a strip and wax. In Clean Smarts each tag job is a billable work order with the services and supplies you charge at your rates, so it is quoted and scheduled like any other job and, on the Expert plan, invoiced from the work order.
Can my client approve a quote without logging in?
Yes. The quote email lists the services, supplies and total, with an Approve Quote button. Clicking it marks the work order approved and records who approved it and when. You can send it as an estimate instead if you prefer.
Do I have to publish or rebuild the schedule every week?
No. A recurring schedule is saved once and repeats, daily, on set weekdays, every few weeks, monthly or yearly, until you change it. Cleaners see the current schedule in the mobile app, including offline.
What happens when a cleaner calls out?
Your manager takes them off that date and assigns a replacement for that date only. The rest of the recurring schedule is untouched. Each cleaner whose assignment changed gets a notice on the channels they've turned on (push, text or email), and the push and text notices say the change is for that day only. Add a no-show alert to the shift and the people you pick, or by default the managers who schedule that location, are notified if nobody has clocked in. The first alert defaults to 15 minutes after the start time.
Can a recurring extra be billed visit by visit?
Yes, on the Expert plan. A work order series gives every visit its own work order number, status and photos, so a monthly window clean or quarterly floor job is tracked one visit at a time and you invoice each visit when it is done.
Who gets notified when the schedule changes?
The cleaners whose assignment changed, by push, email or text depending on their preferences, in their own language. Add an advance reminder to a shift or work order and the assigned cleaners get a heads-up before each visit, 24 hours ahead by default. You can also send the reminder to your managers or your client's contacts for that location.
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