A contract cleaning or facilities company sells visits: a site cleaned at 6 am, a washroom round at 2 pm, a deep clean on Sunday. The argument with a client is nearly always whether the visit happened and how long it took. BOOK ON gives the cleaner a rota on their phone, records the book-on and book-off with their position at the site, lets them type a site report with photos, and turns those records into the timesheet and the invoice.
What a cleaning contract needs
Rotas by site and frequency
Daily, weekly and periodic visits planned per site, copied forward week to week and changed per shift when a client’s hours change.
Proof of visit
Book on and book off from the app with the position recorded, so an invoice line shows the time on site rather than a tick on a sheet.
Site reports with photos
Typed reports from the app for a blocked drain, a damaged fitting or a completed deep clean, reviewed in the office and sent to the client as PDF.
Cover when someone is off
Search staff by postcode and radius, filtered by certificate and transport, and offer the shift to someone who can reach the site.
Staff records that stay current
Right to work, DBS where the site requires it, COSHH and other training certificates held with expiry dates and warnings before they lapse.
Invoices from hours worked
Charge rate per site and pay rate per cleaner on every shift; the sales invoice is fetched from approved timesheets by client and date range.
A cleaning visit, start to finish
- The cleaner sees tonight’s sites in the BOOK ON app and books on at the first one; the office sees it on the live monitor with the time and position.
- A lone cleaner on a late shift answers a check call from the app; a missed call shows to the supervisor.
- Anything the client needs to know goes in as a typed report with photos, timestamped against the shift.
- Book off closes the visit; planned and actual hours sit side by side on the timesheet.
- Approved timesheets feed payroll for the cleaner and the invoice for the client, with no retyping.
Compliance and client records
Facilities contracts come with their own paperwork: site risk assessments, assignment instructions, method statements and the client’s own induction. BOOK ON’s client file holds the site survey, quotation, contract, assignment instructions and risk assessment per site, and the staff record holds each cleaner’s documents, training and uniform issue. Service review and corrective action records support the quarterly review with the client. Industry-specific checklists are confirmed during onboarding.
Cleaning and FM on BOOK ON at a glance
| Need | BOOK ON screen | Who uses it |
|---|---|---|
| Plan visits by site | Client roster, Copy Roster, Excel import | Operations |
| Prove the visit | Book on and book off from the app, live monitor, Monitor Location map | Supervisors, clients |
| Report site issues | Typed events with photos, event reports as PDF | Cleaners, account managers |
| Cover absences | Near By Officers search by postcode and certificate | Supervisors |
| Keep staff compliant | Staff record, document expiry reports, training matrix | HR |
| Bill and pay | Timesheets, Generate Payroll, sales invoice from timesheets | Finance |
Cleaning and facilities questions
Does BOOK ON have cleaning checklists?
Visits are recorded by book on and book off and by typed reports with photos. Task-level checklists per site are confirmed during onboarding.
Can a cleaner work several sites in one shift?
Yes. Each site visit is a shift on the rota, and the cleaner books on and off at each one from the app.
How do I prove a visit to a client who disputes it?
The book-on time and position, the book-off time and any typed report for that visit are on the shift record and in the attendance reports you send the client.
Can I use subcontractors for some sites?
Yes. The subcontractor register holds the supplier, their staff appear on the rota with a subcontractor filter, and their timesheets are checked against their invoice.
Does it handle different rates per site?
Charge rate and pay rate are set per site and per staff member, and can be changed on a single shift for a bank holiday or a deep clean.
Related pages
Run one of your sites on the demo
Bring a week of visits and your charge rates, and see the rota, the proof of visit and the invoice in BOOK ON.