Cleaning business software for regular visits, rotas and invoices
A cleaning company runs on repetition: the same sites, the same days, a changing team. Hubber books the visits for you, shows each cleaner their week, records that the clean was done and sends the invoice. It started life in a removals firm and is set up for cleaning by you.
A working day in Hubber
Cleaners check their day and clock in
Each cleaner opens Hubber on a phone, sees today's sites in order and clocks in with one tap. Only people on today's published rota can clock in, so hours are recorded against a shift you planned.
Rota, time and payThe office clean follows your checklist
At the first site the cleaner works down the list for that service: kitchen, washrooms, bins, floors. Each step is ticked, and the two steps you marked for photos cannot be skipped without a supervisor approving it.
Crew app and job sign-offA cleaner calls in sick and the gap is filled
The supervisor opens the planner, sees who is free this afternoon and drags another cleaner onto the two affected visits. The change shows on that person's phone and they get a notification, so there is no group message to scroll through.
Scheduling and dispatchAn end-of-tenancy enquiry is quoted
A letting agent asks for a price on a three-bed flat. You pick the end-of-tenancy lines from your price book, add oven and carpet extras and send the quote. The agent approves it online and the job is ready to put on the calendar.
QuotesCompleted cleans turn into invoices
As each regular visit is marked complete, Hubber raises that customer's invoice at the agreed price per visit and emails it with a payment link. The office does not build a batch of invoices at the end of the week.
Invoicing and paymentsNext week's rota is published
The manager finishes next week's shifts as a draft, checks it against approved holiday and presses publish. Every cleaner receives one email listing their own shifts, and nothing was visible to them while it was still being worked out.
Rota, time and pay
Regular visits booked once
Most cleaning income is contract work: an office three times a week, a block of flats every Friday, a house every other Tuesday. Enter each one as a recurring job with the customer, site, service and how often it repeats. Hubber then creates the visits roughly a fortnight ahead and keeps doing so until you pause or end the series. Each visit is a normal job, so a one-off change, such as a bank holiday swap, does not break the pattern. When a customer cancels the contract you delete the series and nothing further is booked.
Rotas your team can trust
Staff turnover and part-time hours make a cleaning rota hard work. In Hubber you build the week as a draft, then publish it when it is right. Cleaners can enter the days they are available, request leave from their phone and see their remaining holiday. Someone with fixed days can be given a regular working pattern that fills the rota without being retyped. Publishing sends each person a single summary of their shifts, and a change to a shift that was already published sends them an update straight away.
- Draft shifts stay hidden from staff until you publish
- Leave requests and approvals with allowance worked out for you
- Rota grouped by seniority, from supervisors to cleaners
Clock-in and pay from real hours
Disagreements about hours cost goodwill on both sides. Cleaners clock in and out on their own phones and the office sees who is on site now and who has not started. Managers can correct an entry when someone forgets, and the change is recorded. Timesheets show hours by day for every member of staff. For self-employed workers Hubber builds a pay run from day rates, hourly rates and overtime, and produces a statement for each person. For employees it gives you the hours to pass to your payroll provider. Hubber is not a payroll bureau and does not file with HMRC.
Checklists and photos that prove the clean
When a client says the washrooms were missed, you want more than a cleaner's word. Each service has its own checklist, so a daily office clean, a deep clean and an end-of-tenancy clean each ask for different things. You choose which steps are required and which need photos, and how many. The record of ticks, pictures and times is kept on the visit. For one-off cleans you can also capture the customer's or agent's signature at the end and email them a completion record as a PDF.
Supplies, new starters and the admin around the work
Chemicals, cloths and machine parts can be kept as stock with a reorder level, so you hear about low stock before a site runs out. New cleaners can be given an onboarding checklist, training courses to read on their phone and a contract to sign electronically. Right-to-work and DBS checks are recorded with expiry dates and reminders. A staff notice board lets you post an update that each person must acknowledge when they next start work.
Features cleaning firms use most
- Rota, time and payPublish the rota, clock in on a phone and run pay from real hours.
- Scheduling and dispatchPlan the week, build crews and give each team its day.
- Crew app and job sign-offCrews follow the checklist, take photos and get the customer's signature.
- Invoicing and paymentsDeposits, final invoices and card payments by link.
- Team and HRStaff records, training, contracts and onboarding in one place.
- QuotesPrice from your price book; customers approve and sign online.
Questions from cleaning firms
Can each client site have a different checklist?
Checklists belong to a service, not to an individual site. Create a service for each kind of clean you sell and give each its own checklist. Site-specific instructions, such as alarm details or which rooms to leave, go in the job notes that the cleaner sees on their phone.
Can cleaners clock in at the client's premises?
Yes, from their own phone. Clock-in is tied to the published rota: a cleaner can clock in on a day they have a published shift. Hubber does not check their location, so it records when they clocked in, not where they were standing.
How are regular customers invoiced?
Switch on invoicing for the recurring job and set the price per visit. Each completed visit creates one invoice and emails the customer a link to pay. A customer with an active Direct Debit, run through GoCardless, has each invoice collected automatically and is emailed the collection date.
Does Hubber run payroll for employed cleaners?
No. It records hours, leave and overtime and gives you clear totals for each person, which you hand to your accountant or payroll software. Pay runs and statements inside Hubber are for self-employed workers paid on day or hourly rates.
We are a team of six. Is it too much system for us?
You can start with only recurring jobs, the rota and invoicing and ignore the rest. Roles hide the parts of the menu people do not need. The price depends on staff numbers and nothing is held back for a higher tier.
Run your next job in Hubber
Start a 14-day free trial. Set up your services, send a quote and book a job today.
A card is needed to start the trial. You are not charged until day 15, and you can cancel before then.