Choosing software for a cleaning business is a long-term decision. Switching systems later is disruptive: moving customers, retraining cleaners and rebuilding schedules. So two questions matter more than most. Will it work with the tools I already rely on? And will it still fit when the business is twice the size?
This article answers both for The One, ProCleanerUK’s platform. The first half covers integrations, the second covers how it scales.
Part 1: Integrations
Accounting: Xero, QuickBooks and Sage
Your accountant probably has a preferred package, and there is no reason to change it. The One integrates with Xero, QuickBooks and Sage, so invoices and payments created in ProCleanerUK pass through to your accounts. That removes double entry and keeps your books in step with the work you actually did.
Card payments: Stripe
Invoices are emailed with a link to pay by card through Stripe. Customers paying online can add a tip for the team. Payments are recorded against the invoice automatically, so you can see what is paid without checking your bank.
Direct Debit: GoCardless
For regular customers, Direct Debit through GoCardless collects payment automatically. It is the single best way to keep cash flow steady in a recurring cleaning business, because nobody has to remember to pay.
Text messages: Twilio or ClickSend
Reminders, Running Late messages and other texts go through your own Twilio or ClickSend account. You pay their standard rates directly, with no markup, and two-way messages land in the shared inbox so the office can reply.
Your website: WordPress, Wix and more
Branded quote forms can be embedded on WordPress, Wix and other website builders, or shared as a link that opens as a full page with your logo and phone number. Every enquiry lands in your leads list with UTM tracking saved. The website chatbot can also answer questions and take bookings.
Social media
Landing pages built from your before and after photos come with a ready-made post for Facebook groups, and marketing reels can be downloaded or shared straight to Instagram, TikTok or Facebook.
Why integration matters
Every time information is copied from one system to another, two things happen: someone spends time on it, and sometimes they get it wrong. Integrations remove those steps. A completed job becomes an invoice, the invoice is paid by card or Direct Debit, the payment is recorded and the figures pass to your accounts, all without retyping. Our article on the apps The One replaces shows what else can be retired.
Part 2: Scaling
Pricing that follows your team size
ProCleanerUK plans are priced by the number of staff, and every plan includes every feature:
- Bronze: £79.99 a month for 1 to 15 staff.
- Silver: £119.99 a month for 16 to 30 staff.
- Gold: £149.99 a month for 31 to 45 staff.
- Custom: for 46 staff and above.
- Franchisee License: £49 a month for franchisees with up to 5 staff.
Prices include VAT, there are no contracts and yearly plans save money. When you grow into a new band, the only thing that changes is the price. You never need to switch systems or pay for extra tools.
Scheduling that copes with more jobs
Recurring patterns, route planning, the Availability Finder, drag and drop and Reassign Staff work just as well with five cleaners as fifty. The busier the schedule, the more time they save.
Management that spreads the load
As you grow, you add supervisors and office staff. Role-based access gives each person what they need. Site assessments and photos let supervisors check quality without visiting every job. Team chat and groups keep communication organised by area. Our guide to building a management team covers this stage.
Commercial work
Growth often means bigger contracts. Tender packs, the Tender Tracker, site assessments and NFC clock-in for large buildings are all included, so you can bid for commercial work as soon as you are ready. Our guide to the cleaning tender pack covers the paperwork.
Your own branded space
Each ProCleanerUK customer company has its own subdomain, so staff and customers log in to your space. As your brand grows, so does its presence in your customers’ and cleaners’ daily routines.
Scaling without losing quality
The hardest part of growth is keeping standards high. Checklists for each job type, detailed job notes, before and after photos, mandatory forms and regular site assessments spread your standards across a bigger team. Our article on automation and service consistency explains how.
Moving from your current setup
Switching platforms is easier than most owners expect, but it pays to plan. Start by exporting your customer list and recurring jobs from your current system or spreadsheets. Connect your accounting package, Stripe and GoCardless early, so invoices and payments flow correctly from day one. Move regular customers to Direct Debit gradually, explaining the benefit to them. Embed your new quote form on your website and replace any old enquiry forms. Then invite cleaners to the staff app once their jobs, notes and checklists are ready. Free training sessions during the trial help you plan each step, so nothing is missed.
When you are ready to franchise
Some cleaning businesses grow by franchising. The Franchisee License, at £49 a month for franchisees with up to 5 staff, gives each franchisee the full platform at a price that suits a small start, with every feature included.
Questions to ask any platform
- Does it connect to my accounting software?
- Can customers pay by card and Direct Debit?
- Can I embed quote forms on my existing website?
- What happens to the price as my team grows?
- Are features locked behind higher tiers?
- Is there a contract?
Our comparison of the big four platforms sets these answers side by side.
Data stays with your business
As you grow, the value of your records grows too: years of customer history, job notes, photos, assessments and invoices. Keeping it all in one system, rather than scattered across personal phones and old apps, means that knowledge belongs to the business and stays when people move on.
Grow with The One
Integrations with Xero, QuickBooks, Sage, Stripe, GoCardless, Twilio and ClickSend, embeddable quote forms and every feature on every plan are included. Start your 28-day free trial and connect your tools, or book a free demo and we will show you how The One fits your current setup.
FAQs
Which accounting software does The One work with?
Xero, QuickBooks and Sage.
Can customers pay by Direct Debit?
Yes. Direct Debit is available through GoCardless.
How are text messages sent?
Through your own Twilio or ClickSend account, at their standard rates.
Can I embed quote forms on my website?
Yes. Quote forms can be embedded on WordPress, Wix and other sites, or shared as a link.
What changes when my team grows?
Only your staff band and price. Every plan includes every feature.