How to manage commercial cleaning across multiple sites

Separate the buyer from the buildings

A customer account represents the commercial relationship. Individual sites describe where work happens. Keep them distinct when one customer has several offices, because access arrangements, scope, service frequency and site history may differ.

Worked example: two offices, one customer

This fictional customer has a weekly service at its main office and a monthly service at a smaller branch. The customer is invoiced monthly. Record each site and its agreed service scope. Review the two operational cadences separately from the monthly billing obligation.

Make the site handoff specific

A crew should know which site they are visiting, what was agreed and what remains unresolved. Keep work notes and appropriate technical context with the site. Grant access through roles and assignments; do not use a shared administrator account to simplify dispatch.

Handle exceptions without losing the contract

If the branch closes temporarily, review the affected visit and the agreement terms. A visit cancellation does not automatically decide whether a contracted charge remains due. Record the operational change and have the office review the commercial treatment.

Review the account in layers

Start at the site to find missed work or recurring exceptions. Then inspect the customer’s invoices and recorded payments. Where multiple operating companies are involved, compare company and Holding reports only within the access the viewer is allowed.

A multi-site review checklist

Bring this list to a software evaluation.

• Each site belongs to the correct customer and company.
• Scope and work cadence are clear for each site.
• Billing terms are recorded separately from visit dates.
• Each due visit has assigned staff or an explained exception.
• Notes and completed work remain retrievable.
• Invoices, credits and payments reconcile to supporting records.

Walk through it with RUNLY

Ask for an account, site, agreement, service and billing demonstration using sample data. Review the result as both office and field users. If you need specialist audit certification, a customer portal or accounting synchronization, confirm those separately.