Transforming into an Automated Cleaning Business

As the industry experiences ongoing dramatic shifts in technology, developing an automated cleaning business doesn’t just become an option—it becomes a necessity.

In this blog, we’ll explore how to transform a conventional cleaning business into a streamlined, automated cleaning business operation.

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Why Automate Your Cleaning Business?

The advantages of automation extend far beyond simple efficiency gains.

Here’s what we know about automations:

• 50% of work is automatable
• 51% of companies use automation for cost savings
• 88% of small businesses say automation allows them to compete with larger businesses
• 76% of companies use automation for standardizing daily workflows, 58% for data reporting, and 36% for regulation and compliance

Plus, sales productivity sees a 14.5% boost in productivity with marketing automation as well as a 12.2% decrease in marketing expenses.

Key Areas for Automation

1. Client Acquisition and Booking

The days of phone calls and paper schedules are over. In order to streamline client acquisition and scheduling, you’ll need to automate the process.

Modern cleaning businesses are implementing:

• Online booking systems with real-time availability
• Phone estimates using remote measurements
• Client portal for service customization
• Automated email marketing campaigns

These systems work 24/7, turning your website into a constant source of new business while reducing the administrative burden on your team.

2. Operations Management

Efficient operations management is crucial for scaling your cleaning business.

Key automation opportunities include:

• Instant route optimization for cleaning crews
• Automated scheduling and dispatch systems
• Real-time tracking of cleaning crews
• Digital checklists and quality control measures
• Inventory management systems with automatic reordering
• Time tracking and attendance monitoring

3. Client Communication

Maintaining strong client relationships becomes easier with automated communications like:

• Surveys and reviews
• Appointment reminders
• Real-time service updates
• Follow-up communications

Also, since 46% of clients expect personalized communication to trust a brand, it’s crucial for your business to prioritize client communications to maintain retention.

Automations is the  #1 way to follow up  with clients. If you’re not using it, your business might still be successful - but it won’t grow. 

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In Service Autopilot, our automations send emails and texts to:​

Every lead after an estimate is completed

Clients after their property has been serviced​

Remind leads and clients to send you customer feedback​

Update outdated or declined payment information​

Inform them when a service can’t be completed due to unforeseen circumstances (i.e. weather)​

Remind them of maintenance tips (i.e. putting a cover on the outdoor faucet before the winter)​

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4. Financial Management

Streamline your financial operations with:

• Bulk invoicing systems
• Same-day payments
• Expense tracking
• Financial reporting tools

By the way, did you know you can easily create profit and loss reports using Service Autopilot? Plus, reporting has never been easier with QuickBooks two-way sync.

Onboarding Strategy for an Automated Cleaning Business

By choosing the best cleaning software, you can easily build an automated cleaning business with:

• Instant bulk invoicing
• Rapid route optimization
• QuickBooks two-way sync
• Asset and chemical tracking
• Same-day automated payments
• Employee time clocking and GPS tracking
• Accessible client accounts from anywhere
• Detailed reporting to find and fix profit holes
• Remote property measurements for mobile estimates

Plus, implementing the right software into your business can be a seamless process.

For example, Service Autopilot’s onboarding program simplifies the process of implementing or switching to the software by:

• Assigning you an onboarding specialist
• Providing training videos
• Offering live support

Overcoming Common Challenges

1. Resistance to Change

41% of employees resist change. Which means, any change in your cleaning business is likely to cause some pushback.

However, with continuous training, 71% of employees are likely to stay with a company.

Here’s how you can minimize your team’s potential resistance to an automated cleaning business:

• Involve your team in the planning process
• Provide comprehensive training
• Highlight personal benefits for employees
• Implement changes gradually

Additionally, it’s important to celebrate the small wins with your team. By setting goals and milestones for your team, you can better motivate them to be successful.

2. Technical Hurdles

No matter which software you choose, your team will have some technical hurdles—this is an inevitable part of making changes to your cleaning business operations.

While technical hurdles are expected, there are a few simple ways you can mitigate them:

• Start training before complete implementation
• Utilize live support features (chat, phone, email)
• Create detailed documentation (processes for specific tasks or account setup)

3. Cost Management

The prices you set for your services should reflect the cost of your cleaning software, and if they don’t then it’s time to increase prices.

By utilizing Service Autopilot’s detailed reports, you can easily:

• Find and fix profit holes
• Price jobs based on your best numbers
• Track spending, goals, and so much more!

Measuring Success

By tracking your key performance indicators (KPIs), you can assess your cleaning business’ long-term success.

Set KPIs to measure your success based on things like:

• Client acquisition cost
• Client satisfaction scores
• Employee productivity rates
• Revenue per client
• Profit margins
• Team utilization rates
• Client retention rates
• Response time metrics

Future-Proofing Your Business

One of the best ways to protect the long-term success of your cleaning business is by finding innovative ways to future-proof your business.

Stay ahead of the curve by:

• Monitoring industry trends
• Regularly evaluating new technologies
• Gathering employee and client feedback
• Maintaining flexibility in systems
• Building scalable solutions
• Investing in continuous training

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From Manual to Modern: Transform into an Automated Cleaning Business

Transforming into an automated cleaning business is a journey that requires careful planning, consistent execution, and ongoing optimization.

While the initial investment of time and resources may seem daunting, the long-term benefits far outweigh the costs.

By following the strategies in this blog, you can:

• Maximize profits
• Improve efficiency
• Raise client satisfaction
• Increase employee retention

Building an automated cleaning business isn't about replacing your employees—it's about empowering them to focus on what they do best while letting technology handle repetitive tasks.

By following these steps and maintaining a strategic approach to implementation, your cleaning business can successfully transform into a modern, efficient operation ready for future growth.

Remember, the key to success lies in viewing automation not as a one-time project but as an ongoing process of improvement and optimization.

Start small, measure results, and gradually expand your automation initiatives as you build confidence and expertise.

Related: 5 Cleaning Productivity Tips for Businesses

Originally published Nov 11, 2024 1:21 PM CT