Custom software · Housekeeping companies

Build a housekeeping system around your sites and your muster.

A housekeeping contract is sold as a headcount and delivered as a roster. Forty people at a mall, nine at a corporate floor, six on the night shift at a hospital. Then a reliever has to be found by seven in the morning, because two of them did not turn up.

The muster is on paper at the site, the deployment is in the operations manager’s head, and the consumable indent arrives as a photograph of a torn notebook. On the fifth, somebody builds the invoice from all three.

The site, the sanctioned headcount, the actual attendance, the supervisor’s checklist and the consumable issued belong on one record. The invoice and the client’s deduction argument then start from the same place.

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Who this is for

Housekeeping and facility businesses we can build for.

A company running two office floors and one running a hospital, a mall and eleven apartment complexes have very different days. The contracts you hold decide what gets built. If you supply people on a rate card and the client supervises them, the staffing companies page is the closer fit.

Contract housekeeping companies
Commercial office cleaning companies
Mall and retail housekeeping companies
Hospital housekeeping companies
Hotel outsourced housekeeping providers
Apartment and gated community housekeeping
Industrial and factory cleaning companies
Warehouse housekeeping companies
Bank and branch network cleaning contractors
Data centre and clean room housekeeping companies
School and college housekeeping providers
Deep cleaning and disinfection companies
Facade and glass cleaning companies
Pantry and support staff providers
Companies whose housekeeping sits beside a security contract at the same site
Multi-city housekeeping companies
Housekeeping brands franchising city operations to partners

What can be built

The modules, and what each one covers.

Nothing here is a fixed package. Each module is built, left out or changed to match how your organisation already works.

Sites and contracts

The contract is the unit of everything, so it is the record everything else hangs off.

Client and site
Site address and area covered
Contract start and renewal date
Sanctioned headcount by category
Shift pattern agreed
Scope of work
Billing basis
Consumables included or charged
Machines deployed
Escalation contacts
Penalty and deduction clauses
Site in-charge

Deployment

Who is supposed to be standing where, this shift.

Site-wise deployment chart
Category-wise positions
Shift allocation
Weekly off rotation
Male and female positions
Vacant positions
Excess deployment
Deployment against sanctioned strength
Transfer between sites

Attendance and muster

Shift start
Punch or supervisor marking
Absence noted
Reliever arranged
Muster closed
Site confirmation
Payroll input

Biometric, face or geo-fenced punching depends on the device and the network at that site. A basement plant room may still need the supervisor to mark the muster by hand, and the system can accept that with a reason.

Absence and relievers

The call at six forty in the morning is the operating problem of this trade.

Absence reported
Reliever pool
Nearest available staff
Reliever assigned
Reliever confirmation
Unfilled position
Client intimation
Repeat absentee flag
Cost of reliever cover

Shifts and rosters

General, morning, evening and night shifts
Rotational roster
Shift handover notes
Overtime hours
Double shift record
Weekly off and compensatory off
Holiday deployment
Roster published to staff

Staff records

Employee profile and photograph
Category and skill
Date of joining
Aadhaar and PAN
Bank account
PF and ESI numbers
Police verification record
Medical fitness record
Uniform and shoe size
Identity card issue
Site history
Exit record

The system stores what your team enters. It does not verify a document with any authority, and it does not replace the checks your own HR process runs.

The supervisor application

Built for a supervisor walking a building with a phone in one hand.

Today’s deployment at the site
Mark attendance
Report an absence
Request a reliever
Area checklist
Washroom checklist with time
Photograph before and after
Raise a complaint
Record consumable issue
Machine breakdown report
Shift handover note

Checklists and rounds

A checklist that is signed at the end of the day is not a checklist, it is a signature.

Area-wise checklist
Frequency per task
Washroom round timing
Lobby and common area
Pantry and cafeteria
Lifts and staircases
Parking and external area
Periodic task due
Missed task
Photograph evidence

Periodic and deep cleaning

Scheduled deep cleaning
Marble and granite polishing
Carpet shampooing
Facade and glass cleaning
Water tank cleaning
Duct and vent cleaning
Pest control coordination
Post-event cleaning
Completion record with photographs
Additional billing where chargeable

Complaints and escalation

Complaint raised
Logged with site and area
Assigned
Attended
Closed with evidence
Client confirmation
Escalation if overdue

The escalation ladder is set to each contract, because the second-level contact at a hospital is rarely the second-level contact at a mall.

SLA tracking

The numbers that decide whether the monthly bill comes back reduced.

Manpower deployed against sanctioned
Unfilled positions per day
Checklist completion
Complaint response time
Complaint closure time
Repeat complaints
Periodic task adherence
Client inspection score
Deduction computed
Deduction disputed

The system computes what your contract says. Whether the client accepts it is a conversation the software can arm but cannot win.

Client portal

Today’s attendance at the site
Deployment against sanctioned strength
Checklist status
Raise a complaint
Complaint history
Periodic work completed
Consumable consumption
Inspection record
Invoices and statements

Consumables

Phenyl, hand wash, toilet rolls, garbage bags and scrubber pads, which is where a contract quietly stops being profitable.

Item catalogue and pack size
Central stock
Site stock
Indent from site
Approval
Issue to site
Consumption per site
Consumption against norm
Chargeable consumables
Reorder level
Supplier and purchase order
Goods receipt

Consumption norms

A norm per site makes an unusual month visible in a week instead of at the year end.

Norm by item and site
Norm by headcount
Norm by area
Actual against norm
Variance alert
Site-wise cost of consumables
Cost per square foot

Machines and equipment

Machine register
Single disc and scrubber driers
Wet and dry vacuums
High-pressure jet machines
Site allocation
Serial number and purchase details
Warranty and service contract
Breakdown record
Service history
Spare parts
Machine idle at site

Uniforms and issuables

Uniform sets issued
Shoes and gloves
Safety items
Identity card
Issue and replacement date
Recovery on exit
Site-wise issue register
Cost per employee

Payroll inputs

The system does not need to be your payroll software, but it holds what payroll argues about.

Days present and absent
Overtime hours
Night shift allowance
Weekly off worked
Holiday working
Advance taken
Deductions
Reliever days by site
Site-wise wage cost

Wage rates, statutory deductions and registers stay with your payroll team or your consultant. We hand them clean attendance instead of a photographed muster.

Billing

Headcount-based billing
Area-based billing
Shortfall deduction
Overtime billing
Periodic work billing
Consumable billing
Machine hire
GST invoice
Purchase order and work order reference
Invoice submission tracking

Payments and outstanding

Invoice status at the client
Approval pending with whom
Payment received
Short payment and reason
Retention held
TDS deducted
Ageing by client
Statement of account
Follow-up owner and next date

Contract renewal and rate revision

Renewal due date
Rate revision due
Minimum wage revision impact
Revised quotation
Client approval status
Contract amendment
Scope change
Headcount change
Notice and exit record

New business

Enquiry
Site survey
Headcount and area working
Quotation
Negotiation
Work order
Mobilisation
First muster

Mobilisation checklist

The first week at a new site decides the contract, and it is usually run from memory.

Staff selected and verified
Uniforms issued
Identity cards made
Machines moved
Opening consumable stock
Site induction
Checklist set up
Client contacts recorded
Escalation matrix agreed

Roles and access

Management
Operations head
Area manager
Site in-charge
Supervisor
Housekeeping staff
HR team
Stores team
Accounts team
Client contact

Management dashboards

Sites live today
Attendance against sanctioned
Unfilled positions
Reliever cost
Complaints open and closed
SLA deductions this month
Consumable cost per site
Machine downtime
Contract profitability by site
Renewals due
Outstanding by client
Attrition by site

WhatsApp, SMS and email

Shift roster to supervisors
Absence alert to the area manager
Reliever confirmation
Daily attendance summary to the client
Complaint acknowledgement
Complaint closure with photograph
Consumable indent approval
Invoice and payment reminders

A client will not read a daily message. The absence alert to your own area manager is the one worth sending, and the provider still has to approve that template.

Integrations

Biometric and face attendance devices
Payroll software
Tally and accounting software
WhatsApp and SMS providers
Client helpdesk systems
Payment gateways
Cloud storage for site photographs

Connecting to a client’s own helpdesk depends entirely on what that client’s IT team allows. We ask them before the connection appears in any plan.

The journey

One connected workflow, end to end.

Every stage below can sit in one system, so nobody re-enters what the last stage already captured.

Enquiry
Site survey
Quotation
Work order
Mobilisation
Deployment
Daily muster
Checklists and rounds
Complaints
Consumable issue
SLA review
Invoice
Collection

Built in phases

You do not have to replace everything at once.

Each phase is usable on its own, so the system earns its place before the next part is built.

1
Sites and people
Contracts, deployment charts, staff records, rosters and the daily muster. The operations desk stops chasing paper the day this much works.
2
The site itself
The supervisor application, checklists, rounds with photographs, complaints and the escalation ladder each contract has agreed.
3
Stores and machines
Consumable indents, issue against norms, machine allocation and service, uniforms and the cost those three carry per site.
4
Money and the client
SLA tracking, billing, outstanding, contract renewals, the client portal and management reporting by site.

How we work

How a build actually runs.

01
Understand
We visit a live site with your supervisor and watch a shift start, because that is where the real process is.
02
Map
Contracts, categories, shifts, checklists, escalation ladders, approvals and the deductions each client applies.
03
Design
The supervisor screens are drawn for one thumb and poor signal, and the office screens for a full keyboard.
04
Build
Deployment, muster and relievers go in first. Everything else in the system reads off the muster anyway.
05
Test
One site is run on it for a full month while the paper muster carries on beside it. At month end the two versions are held against each other.
06
Deploy
Site by site, with supervisors trained at their own building rather than in a classroom.
07
Improve
The client portal, consumable norms and analytics follow once the daily muster is dependable.

What we can build

Systems we can put together for you.

Housekeeping management software
Reliever and absence management systems
Workforce deployment systems
Attendance and muster applications
Supervisor mobile applications
Checklist and inspection systems
Complaint and helpdesk systems
SLA tracking systems
Consumable and stores management
Machine and asset registers
Contract billing systems
Client portals
Management dashboards
Multi-city operations platforms

Common questions

Questions owners ask before starting.

What is custom housekeeping management software?

A ready package asks you to fit your contracts into its shape. Here the contracts, categories, shifts, checklists and deduction clauses come first. In this trade the deduction clause is the part that differs most.

We also maintain the DG sets and lifts at our sites. Does this cover that?

Only partly. This page is about contract manpower: deployment, muster, relievers, checklists, consumables and the deduction clause. An asset register, preventive maintenance schedules and plant room readings are a different set of modules. If that is half your revenue, the facility management build is the closer fit.

Can supervisors mark attendance from a phone?

Yes. A supervisor can mark the muster, report absences and request a reliever from the site, and the office sees it as it happens.

Will biometric devices work at every site?

Not always. A device needs power, a network and somewhere to sit, and some client sites will not permit one. Where that happens, supervisor marking with a reason is the fallback.

Can the system help fill absences faster?

Yes. An absence can raise a reliever request against a pool of nearby staff, so the search starts at six forty rather than at nine.

Can clients see the day’s deployment?

Yes, through a client portal showing attendance against sanctioned strength, checklist status and open complaints. How much you show is your decision.

Can it track consumable consumption per site?

Yes, against a norm you set by headcount or by area. That is usually the first place a contract’s margin is found leaking.

Can it calculate SLA deductions?

It can compute what your contract defines, from shortfall days, complaint response and checklist misses. Whether the client accepts the figure is still a negotiation.

Does it do payroll?

It prepares the inputs: days present, overtime, night shifts, weekly offs and advances. Wage rates and statutory registers are better left with your payroll team or consultant.

Do you already have a product for this?

We have a Home Cleaning Management System, which is built for bookings at homes rather than contract manpower at sites. For a housekeeping company, parts of it help and the deployment side has to be built.

Can one system run sites in several cities?

Yes. Each site and area manager works on their own sites, and management sees every city in one view.

Can we start with only attendance and deployment?

Yes, and most companies should. Get the muster and the reliever process working, then add checklists, consumables and billing.

Can it be built as a product we sell to other facility companies?

Yes, if it is designed that way at the start. Another contractor works to different deduction clauses, so the penalty rules have to be settings rather than something written into the code.

Already built

Software we already run for this work.

If one of these fits, it is cheaper and faster than building from scratch. We will say so.

Home Cleaning Management System

Build a system that knows who is at which site this morning.

Housekeeping is not a complicated trade. It is a very large number of small facts, all of which change at six in the morning and none of which survive a month in a notebook.

Tell us how your sites, your musters and your deduction clauses actually work. What gets built first is whatever settles the muster by seven in the morning. Nothing goes on a supervisor’s phone that takes more than four taps.

Tell us how you work

Tell us how your housekeeping companies runs today.

We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.

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