Cleaning guides
How to structure a CRM for a cleaning business
A cleaning CRM needs separate records for the client, their contacts, each property, the recurring service plan, individual visits, quotes and payments, so a household with two homes is not one confused row.
The records you need
| Record | What it holds |
|---|---|
| Client | The person or household that pays: name, billing details, how they found you. |
| Contacts | Phones and emails, with which one to use for what. Many homes have two decision-makers. |
| Property | An address with access notes, parking, pets and the size that drives price. One client can have several. |
| Service plan | The recurring rule: frequency, day, duration, price, preferred cleaner. |
| Visit | One dated occurrence of a plan or a one-off job, with the assigned cleaner and actual hours. |
| Quote | What was offered, when, and what happened next. |
| Payment | Invoices and payments linked to the visit, not floating in a spreadsheet. |
| Messages | The conversation history across text, email and calls. |
Fields that earn their place
- Lead source, so you can see which channels produce clients who stay.
- Access instructions, kept short and handled carefully. Avoid storing alarm codes in plain notes.
- Pets and allergies.
- Preferred cleaner and a backup.
- Last visit date and next visit date.
Pipeline stages for new leads
Keep them few and unambiguous: new, contacted, quote sent, booked, lost. Each stage should have an obvious next action and a way out. A stage nobody can define is a stage where leads go to disappear.
Keep the data clean
- Search before creating a client; duplicate records split a history in two.
- Merge duplicates and keep the visits.
- Record why a lead was lost in a few fixed reasons.
The reports to build first
Leads and bookings by source; time to first reply; quotes sent versus booked; clients who have not booked in ninety days; and revenue and margin by client. Everything else can wait until these are trusted.
Where Stackap fits
Stackap Business is in development onto the platform, so no outside agent can run any of this yet. The software it is built from does the following today: See the cleaning page and Stackap Business.
- Clients carry several phones and emails and several properties; duplicates are detected and merged without losing visits.
- Leads are captured with attribution, deals move through pipeline stages, and quotes have a lifecycle and a public link.
- There is no separate company-or-account object and no segment builder.
Questions
Do I need a CRM, or is a spreadsheet enough?
What is the most common CRM mistake?
Stackap is in early access. Tell us what you run and we will reply with a straight answer about whether it fits.
Ask for an invitationLast updated .