Features
One system for the whole of a cleaning company’s day
From contract to round, from round to visit, and from visit to invoice and payroll. Here is how Siivio works, piece by piece.
Rounds
Rounds are generated from your contracts
Once a contract has a visit frequency, visits appear in the calendar without anyone copying them from week to week. Exceptions are handled where they happen.
- Repeats daily, weekly, every other week or monthly
- Skip or reschedule a visit with a reason, so the history stays clear
- Apply a change to only this visit, this and future visits, or all of them
- Unassigned visits get their own view, so nothing is left without a worker
Shift planning
A weekly plan that stays up to date
Plan the week in one view and publish the roster when it is ready. When someone falls ill, log the absence and move their visits to a substitute – the change shows up on the substitute’s phone straight away.
- Weekly plan and shift calendar by worker
- Publish the week’s roster to everyone at once
- Absences and substitute assignment
- Day map: routes and where each worker is at
Worker app
A worker app with no app store
The app installs straight from the browser to the phone’s home screen. It has everything a visit needs: where to go, how to get in, what to do and what was done.
- The day’s visits, site details and access notes
- Site-specific work instructions for every visit, weekly or monthly, with separate versions for A, B and C shifts
- Checklists, before/after photos and deviation reports
- Materials used, and a start/finish timer for each visit
- QR-code check-in at the site, optionally with location verification
- Working time and breaks recorded on the phone, approved by a supervisor
- Languages: Finnish, English, Swedish, Estonian, Russian and Ukrainian
Customers and contracts
Customers, sites and contracts – and whether they pay off
A customer can have several sites, and each site its own contracts. Contracts renew automatically, and you can see whether each one earns the hourly rate you are aiming for.
- Customers and sites, with each site’s access and work instructions
- Contracts with automatic renewal
- Per-contract profitability: realised €/h against target
- Import from an Excel or CSV file
Quote calculators
Quote from square metres – then turn it into a contract in one click
The calculators do the groundwork for your quote. When the customer accepts, the quote becomes a contract and the site’s work instructions, without retyping anything.
- Maintenance cleaning: area × visit frequency
- One-off cleaning: move-out, deep clean and post-construction
- Window washing
- Quote as a PDF for the customer
- Accepted quote to contract and work instructions in one click
Quality
Quality you can prove
Spot inspections are done on site with a phone, and weighted area scores turn into a PDF report for the customer. Reclamations and customer surveys live in the same place, so you can see where quality holds and where it slips.
- Spot inspections with weighted area scores
- Quality report as a PDF
- Reclamation handling through to re-clean or compensation
- Satisfaction surveys: stars, NPS and CES
Invoicing
Invoicing that takes care of the monthly routine
At the turn of the month, contract invoices are ready to review. Extra work is billed from the same place, and every invoice shows its status, so you know what has been sent and what has been paid.
- Monthly contract invoices generated automatically
- Extra-work billing
- Invoices as PDF
- Finvoice 3.0 e-invoices as XML
- Household tax credit (kotitalousvähennys) statements for private customers, with work and supplies split
- Invoice status tracking
Hours and payroll
Hours and payroll material without chasing paper slips
Hours build up from completed visits and from workers’ own entries. A supervisor approves them, and the material goes to payroll as a file.
- Hours from completed visits, with normal time and overtime split out
- Working time and breaks recorded on the phone
- Approval before export
- Export for Visma, Procountor or Netvisor, or as CSV
- Contractor reporting for the Finnish Tax Administration
Supplies
Supplies don’t run out by surprise
Keep track of products and supplies. When something runs low you get an alert – before someone on site finds the detergent has run out.
- Supplies inventory
- Low-stock alerts
- Chemicals flagged
- Workers log the materials used on each visit
Reports
See which customers and sites actually pay off
Twelve months of billing and quality trends, customer profitability and per-worker figures in one place. Customers can get their own report as a PDF.
- 12-month billing and quality trends
- Customer profitability
- Worker performance
- Customer report as PDF
Customer portal
A customer portal where customers can see for themselves
When customers can see the cleaning has been done, they don’t need to call and ask. And when something needs fixing or adding, the request arrives logged, in the right place.
- Latest cleaning and this month’s visits
- Report a problem
- Request extra work
- A phone notification when the cleaning is done or feedback is handled
- Customers receive a login invite to the portal
Messaging
Messages stay in the app, not in WhatsApp
Workers and the office message each other inside the app, and announcements reach everyone at once. Important things don’t get buried in a group chat.
- Messages between workers and the office
- Announcements to all staff
- Push notifications: exceptions to supervisors, office messages to workers, finished visits to customers
- Customer satisfaction surveys by email
Getting started
Start with your own data, not a blank page
Import customers, sites and workers from Excel or CSV and send out login invites. Unassigned visits get their own list, so you can see straight away which visits still need a worker.
- Import from Excel and CSV files
- Login invites for workers and customers
- Unassigned-visits view
See how it works with your own sites
Try it free with your own data, or book a demo and we’ll go through the system together.
14 days free, no credit card