Cleaning software is often set up in a hurry. You need it working, so you get the basics in and move on. Months later, you are still living with default settings that do not quite suit your business: reminders at the wrong time, invoices that need manual sending, cleaners seeing prices they should not.
A settings check-up takes an hour or two and can make a noticeable difference straight away. Here are fifteen settings worth reviewing, grouped by area. They are based on ProCleanerUK, but most apply to any good cleaning system.
Customer communication
1. Appointment reminder timing
Check when reminders go out and by which channel. A reminder the day before usually works best, giving customers time to leave keys or move the car. Make sure customers who prefer text get texts rather than emails.
2. Reminder wording
Read your reminder templates as if you were a customer. Are they friendly, clear and in your voice? Do they include the time window and how to contact you?
3. Running late notices
Make sure your cleaners know about the Running Late button and that the message customers receive is polite and reassuring.
4. Sending from your own email
If emails go out from a generic address, switch to your own business email using SMTP or a Microsoft account. It looks more professional, improves delivery and replies come back to you.
Invoicing and payments
5. Automatic invoicing on completion
If you still create invoices manually, switch on automatic invoicing when jobs are completed. It is the single biggest boost to cash flow most businesses can make.
6. Payment methods
Check that Stripe card payments and GoCardless Direct Debit are connected and that invoices include a clear payment link.
7. Overdue reminders
Set automatic reminders at sensible intervals after the due date, with polite, firm wording. Our guide to cleaning business invoicing software has more on getting this right.
8. Accounting integration
If you use Xero, QuickBooks or Sage, check the integration is connected and syncing correctly, so your accountant gets accurate figures without retyping.
Staff and the app
9. Geofence radius for clock-in
The geofence sets how close a cleaner must be to the property to clock in. Too tight and cleaners at large sites cannot clock in from the car park. Too loose and clock-ins lose their meaning. Adjust it for your typical properties, and use NFC tags where GPS is unreliable. Our article on NFC and offline GPS clock-in explains the options.
10. Hide job financials
Decide whether cleaners should see job prices. Many businesses switch on Hide Job Financials so cleaners see everything they need for the job without prices or invoices.
11. Mandatory checklists and forms
Make important checklists and forms mandatory before a job can be completed, so key steps are never skipped.
12. Mileage rate and expenses
Check your mileage rate is set correctly and that cleaners know how to log mileage and photograph receipts in the app.
Scheduling
13. Notification on job moves
Review whether customers and staff are notified when jobs are moved. Notifying for every small internal change can annoy people, while not notifying for real changes causes missed visits.
14. Late start alerts
Make sure the right person in the office receives alerts when a job has not started 15 minutes after its scheduled time.
Security
15. Two-factor authentication and user access
Turn on two-factor authentication for every office account. Review who has access, remove former staff and check each person has the right permissions for their role.
Bonus: marketing settings
- Switch on automatic review requests with a direct link to your Google profile.
- Check your quote form uses your logo and brand colour, and that its services are mapped to your job types.
- Make sure marketing consent is recorded so funnels and Buddy’s marketing emails only go to customers who can receive them.
Do not forget the customer app
While you are checking settings, look at what customers see. Make sure the customer app shows the information you want customers to have, such as job history with photos and task lists if you have chosen to share them, and that customers know they can request reschedules and away dates there.
Make it a routine
Settings drift as your business changes. Put a reminder in your diary to run through this list every six months, and whenever you add a new service, hire office staff or take on a different type of work. For a wider review of how you use your system, see our guide to best practices for cleaning business software, and our list of features most businesses never use.
Want a second pair of eyes?
If you use ProCleanerUK, our team can run through your settings with you. If you are considering it, start your 28-day free trial and set things up properly from the start, or book a free demo and we will show you the settings that matter most.
FAQs
What is a geofence in cleaning software?
A radius around a property within which a cleaner’s phone must be to clock in by GPS. It confirms they are on site.
Should cleaners see what customers pay?
It is your choice. Many businesses hide job financials from cleaners while still giving them all the job details they need.
When should appointment reminders be sent?
The day before usually works best, giving customers time to prepare or rearrange.
Why send emails from my own address?
It looks more professional, helps emails reach the inbox and means customer replies come straight back to you.
How often should I review my software settings?
Every six months, and whenever your business changes significantly.