Cleaning is the job. Everything around it is what wears you down.
Most cleaning companies don't need more cleaners. They need fewer hours lost around the clean: the manager covering shifts by phone, the supervisor writing reports, the owner retraining every new hire and chasing the next account. We map where those hours go in your operation, put a number on each one, and build the software that gives them back, starting with the one that costs you most. That might be a site checklist app with photo proof, a training library that onboards new hires without a manager standing over them, or a website that brings the right accounts to you.
Where the hours go,
and what we build to get them back.
Seven places software changes how a cleaning or facility services company runs, from getting found to keeping the client.
Website and SEO
Facility managers search before they call. An outdated site, or one still showing template text, loses trust before the first conversation, and a company that doesn't rank for "commercial cleaning in [city]" never gets the call at all.
A fast, real website with a page for every service, industry and city you serve, local SEO so you show up when buyers search, and the proof buyers look for: certifications, the types of sites you clean, response times.
Brand trust before the first call, and inbound leads you don't have to cold call for.
Finding the right prospects
Cold calling every business in town burns cash fast. Commercial cleaning is a low-moat service, so outreach only works with a tight ideal-customer list and a real reason to switch.
Prospect lists by facility type, size and region, with the decision-maker's contact. We built Caprae's own sourcing engine: 6 → 50–60 leads an hour.
Your sales time goes to buildings that fit, not to whoever picks up.
Instant quote calculator
Prospects want a ballpark before they'll book a walkthrough. Without one, many never reach out, and the ones who do may be nowhere near your price range.
A calculator on your website: facility type, square footage, visits per week and add-ons give an estimated range based on your own past quotes. You still set the real quote after the walkthrough. Every calculator use is a lead with contact details. See the working demo.
More qualified walkthroughs, fewer wasted ones, and a site that looks like a serious operator's.
Site SOPs, checklists and proof of service
Every site has its own protocol, and clients in regulated sites want everything documented. Today that lives in binders, group texts and reports typed after the shift.
One app, end to end. Each site's SOP becomes a checklist on the cleaner's phone. Photos are logged to the job, time-stamped, geotagged and checked automatically. Updates and issues go in the same place, and audit-ready records build themselves.
Easier to manage, easier to hold the contract, easier to pass an audit.
Crew scheduling and call-out cover
It's a high-turnover industry. Someone always calls out, and the manager spends the evening on the phone finding cover.
Shifts by site, one-tap call-outs, and an automatic text to the backups already trained on that site. The first yes takes the shift.
Call-outs stop landing on one person's phone.
Training and onboarding platform
Every new cleaner gets cross-trained and shadowed before working alone. In a high-turnover business, managers repeat the same training every few weeks.
Record each training session once. Site-specific guides, videos and SOPs sit in one place for every new hire, with cross-training and shadow-shift sign-offs tracked per person and per site.
Managers spend less time repeating training, and every new hire learns the same standard.
Supply dashboard for your clients
Restroom supplies and consumables get refilled on every visit, but the client never sees it, and nobody notices a shortage until a site runs out.
A dashboard your client can open: what's stocked, what's running low, what was restocked last night, what's on order, by site. Supply levels come straight from the crew's checklist.
A visible reason to stay with you. Hereford's own point: real differentiators win accounts in a low-moat business.
- Client portal and reporting: visits, verified photos and open issues across every site and service, in one view.
- Issues, root cause and response times: a clock on every issue and a root cause before it closes, matching the 48-hour promise many operators make.
- Hiring pipeline: application to first shift, including background-check status. We built ours, and it returns ~20 hrs a week.
- Labor hours and margin by site: time-clock hours against contract hours, so you can see which buildings lose money.
We built a cleaning quote calculator.
Try it, then we'll build yours on your real numbers.
Buyers want a ballpark before they book a walkthrough. This is the kind of calculator we put on a cleaning company's website, trained on that company's own past quotes, so every estimate sounds like you and every use becomes a lead.
- Runs on your past quotes, not industry averages
- Shows a range, never a final price. You set that after the walkthrough.
- Sends every estimate to your inbox or CRM as a lead, with contact details
- Your services, your add-ons, your branding
A ballpark, not a quote. The final price is set after a walkthrough. Placeholder rates for the demo only, not real pricing. The real version runs on the owner's past quotes.
Your crews already did the work.
A time-stamped, geotagged photo on every task means the client never has to take your word for it.
Logged to the job and the cleaner automatically, and checked by the system before anyone reads it.
Every site gets its SOP
The client's protocol becomes a checklist, in the order the work is done.
The job goes to the cleaner's phone
Site, shift and checklist, with check-in confirmed inside the site's geofence.
A photo on every task that needs one
Taken in the app camera, so old photos can't be reused, and stamped with time, GPS, cleaner and job.
The system checks it
Right site, inside the shift window, every task and photo there, no duplicates. Fails go to a supervisor.
Updates and issues in one place
Supply levels, damage, notes and client requests are logged to the job, with an owner and a deadline.
Records build themselves
The client gets a morning report, and every visit is stored for audits.
41.8781° N, 87.6298° W
Maria L. · Job #4471
Built for the problems cleaning
companies actually have.
If it takes more than a tap and a photo, we built it wrong.
One crew tests it before anyone else gets it.
A complaint without proof is your word against theirs.
A photo log tied to the job, the cleaner and the location ends the argument before it starts.
Clients don't cancel over one miss.
They cancel when they can't see the other 99 cleans that went right. Show them every one.
The supervisor's job becomes exceptions, not inspections.
Every task gets a photo, a time and a location, checked automatically, so supervisors only look at the jobs that failed.
The record builds itself as the crew works.
Regulated sites audit everything, so give them a record of every clean (who, where, when, with photos) without your supervisor typing a single report.
The report your client wants at 8am is written by the crew at 2am, without anyone typing it.
Every tick, photo and supply count from the shift rolls into a visit summary, sent automatically.
Who's deciding what gets built
for your company.
Hereford Johnson
Why it matters on your build: he deals with call-outs, client audits and cold outreach to facility managers every week. He'll cut any feature that doesn't help a crew or win a contract.
Hereford Johnson
Zackary Beckham
Why it matters on your build: he's put field teams on software before, and built the training that doubled a workforce in six months.
Zackary BeckhamWhat a first build
looks like, in hours.
Every feature gets an hour estimate, at one fixed hourly rate shared on the call. Drop a feature and the hours drop with it.
Feature librarydrag or tap →
Your build4 features
Hours from our feature library, as a starting point. The crew app, website and calculator get scoped on the call.
How we build
for a cleaning company.
On larger projects, we can discuss an on-site visit once requirements are clear.
Requirements first
We start with calls about your sites, crews, checklists and the tools you use today. You share the real material: a site SOP, a schedule, a client report, a photo of the whiteboard. That's how we see where the hours go before we build anything.
Scope in hours
Features, an hour estimate for each, one rate. You pick what's in.
One crew, one site first
A single crew uses it on a single site. If the cleaners won't use it, we fix it before anyone else sees it.
Roll out by site
Site by site, with the supervisors who tested it training the next crew.
What cleaning company owners
ask us first.
My cleaners aren't tech people. Will they use it?
If it takes more than a tap and a photo, we built it wrong. One crew tests it before anyone else gets it.
Can't cleaners just upload an old photo?
No. Photos are taken in the app camera, stamped with time and location, and checked against the site and shift. Duplicates get flagged.
Will a quote calculator undercut my pricing?
No. It shows a range based on your own past quotes, never a final price. You set the real number after the walkthrough.
Can the crew app be in Spanish?
Yes. Cleaners pick their language, and supervisors see everything in theirs.
Do you replace our scheduling or time-clock app?
Not if it works. We connect to it and build what it doesn't do.
Do you need to visit our sites?
No. We work from calls and your real documents. On larger projects, an on-site visit can be discussed.
Other businesses
we build for.
For clinics & healthcare operators
Less admin between the patient and the care.
Clinics & healthcareFor acquirers & search funds
The same kind of tooling Caprae uses to find and buy companies.
Acquirers & search fundsFor service businesses
Win the job, run the job, get paid, without the spreadsheet juggling.
Service businesses