Commercial cleaning & facility services
Stop managing 60 sites with a spreadsheet and a group text.
Bid to inspect, automated.
New contracts get built into schedules by hand. A site gets missed because someone called out and nobody rerouted coverage. The client calls to complain before you know there’s a problem. We deploy production‑ready process automation across your entire bid‑to‑inspect lifecycle, starting in 2 weeks.
Who it's for
Built for facility services companies who recognize this
- $3M–$50M+ revenue in commercial cleaning, janitorial, or facility maintenance
- PE‑backed, roll‑up, or founder‑operated with growth pressure
- Multi‑site contracts with 50–500+ field employees
- Running a mix of cleaning management software, spreadsheets, group texts, and clipboards
- Leadership wants per‑contract margin visibility and consistent quality across every site
The reality today
The process you’re actually running
Bids are built in Word docs. Nobody tracks which ones are pending or what the win rate looks like. A new contract starts and someone manually builds the cleaning schedule from a PDF scope of work. Cleaners don’t always know which site they’re going to until they call in. Inspections happen when a manager has time, which means they don’t. And your monthly P&L by contract is an approximation because time tracking and invoicing don’t talk to each other.
- Bids and proposals are built in Word or spreadsheets. No standard template, no pipeline tracking, no systematic follow‑up. You don’t even know your win rate
- Contract‑to‑schedule is manual. Someone reads the contract and builds the recurring schedule by hand. Scope changes don’t propagate. One missed schedule change can cost a $10K–$50K contract
- Daily scheduling is a group text or a clipboard. Cleaners don’t always know their assignment until they call the office. That’s 15–20 minutes of dead time per crew, per day
- Call‑outs leave sites uncovered. Nobody reroutes coverage until the client complains. Every missed‑site incident puts the contract relationship at risk
- Quality inspections are inconsistent. Some sites get checked, some don’t. Client complaints are the de facto QA system, and complaints drive churn
- Hours worked don’t reconcile cleanly with contract terms. You’re guessing at margin by contract. A 3‑5% margin miss across a $5M book of business is $150K–$250K in invisible leakage
The process, automated
What it looks like after BeemFlow
Bid Tracked & Followed Up
Every open bid is logged, tracked, and followed up systematically. Win/loss data is captured, not guessed.
Contract → Schedule Generated
New contracts auto‑generate recurring schedules with site details, scope, and staffing requirements. Changes propagate automatically.
Daily Dispatch & Coverage
Cleaners get their assignments automatically. Call‑outs trigger coverage reassignment before a site gets missed.
Inspection Workflow
Scheduled inspections with simple mobile checklists. Results logged, issues flagged, client‑facing reports generated automatically.
Invoice Reconciliation & Reporting
Hours, contract terms, and invoicing reconciled automatically. Margin by contract, by site, visible in real time.
What we build
What we deploy
A pipeline you can actually see
Every open bid logged and followed up systematically. Win/loss data captured so you can see what’s converting and what’s not.
New contracts that schedule themselves
New contracts auto‑generate recurring schedules with site details, scope, and staffing. Scope changes propagate without manual rework.
Crews that know where to go
Cleaners get site assignments via SMS or app with location, scope, and access notes. No calling the office to find out where to go.
Call‑outs handled before the client knows
When someone calls out, the automation finds available coverage and reassigns before the site gets missed. You hear about it, not the client.
Quality that’s tracked, not assumed
Scheduled inspections on mobile with photo capture and issue routing. Results feed a quality dashboard you can share with clients.
Margin you can see by contract
Hours reconciled against contract terms automatically. Per‑contract margin and portfolio P&L in real time. Missed sites and renewals trigger alerts early.
Outcomes
What changes
Bid follow‑up: sporadic → 100% systematic
Every open bid gets a defined follow‑up sequence. Pipeline visibility replaces guesswork.
Missed‑site incidents: reactive → prevented
Call‑outs trigger automatic coverage reassignment. The client doesn’t find out before you do.
Inspection coverage: ad‑hoc → scheduled and tracked
Inspections run on a defined cadence with accountability. Quality issues get flagged and routed, not discovered at contract renewal.
Invoice accuracy: approximation → reconciled automatically
Hours and contract terms match. Margin visibility by contract, by site, in real time.
25–45 hours/month reclaimed
Across ops managers, schedulers, and admin. Hours that go back to winning new contracts and managing quality.
Metrics are directional based on typical engagement outcomes. Your Blueprint will identify specific targets for your operation.
What this looks like in practice
In the field
A PE‑backed commercial cleaning company managing 85 sites was running scheduling through a shared spreadsheet and a group text. Call‑outs left 2‑3 sites uncovered per week on average. The client usually reported the problem before the ops team knew. Inspections happened when a manager had time, which was roughly 40% of contracted sites. Invoice reconciliation against contract terms took the office manager a full day each month, and margin by contract was largely a guess. After deploying contract‑to‑schedule automation, call‑out coverage reassignment, scheduled inspection workflows, and automated hour/contract reconciliation, missed‑site incidents dropped to near zero, inspection coverage reached 95%+, and the company gained per‑contract margin visibility for the first time. The ops team estimated 30–35 hours/month reclaimed across scheduling, dispatch, and admin.
Composite illustration based on common engagement patterns. Specific results depend on your operation’s starting point and scope.
Implementation
How we get there
Blueprint
2 weeksWe map your live bid‑to‑inspect process, identify 3‑5 high‑ROI automation targets, and deliver an ROI snapshot with a 90‑day automation roadmap. $5K, credited toward your first Sprint.
Process Automation Sprint
4 weeksWe deploy 2‑3 production automations from the BeemFlow template library, configured for your cleaning management platform, CRM, and scheduling tools. One process area per sprint.
Managed Automation
OngoingMonitoring, incident handling, quarterly reviews, and new automation targets as your operation evolves. Clear SLAs so your team knows what BeemFlow manages vs. what they own.
Guarantees & ownership
Your operation, your systems
- Everything runs on your infrastructure, your accounts.
- All automations, dashboards, and documentation are yours. We build on n8n and open tools wherever practical.
- 30‑day stabilization included on every deployment. If something we built breaks under normal use, we fix it.
- Managed Automation required for critical‑path automations (minimum 6 months). After that, continue month‑to‑month or transition to per‑incident support.
Map this process to your operation
The Blueprint takes 2 weeks. You’ll get a structured map of your bid‑to‑inspect process, a prioritized list of automation targets with ROI projections, and a 90‑day automation roadmap.