# Software for cleaning and facilities companies > Cleaning and facilities firms run on rosters, chat groups and photos scattered across phones. We help you choose field service software that fits, or build the pieces it cannot handle and connect them. Source: https://www.fyadvisers.com/industries/cleaning-facilities/ Author: FYAdvisers Last updated: 2026-10-13 Cleaning company software schedules jobs and staff, puts checklists and site details on cleaners' phones, collects photos and sign-offs, and turns completed work into client reports and invoices. For most Singapore cleaning and facilities firms, the right answer is a field service management product with a few well-chosen additions, not a large ERP. FYAdvisers helps you choose that product, then builds the focused tools it does not cover, such as contract reports, quotes for tenders or a client portal, and connects them to the systems you already use. ## Where cleaning and facilities firms lose time ### Scheduling across many sites Contract cleaning means recurring jobs at offices, condominiums, schools and factories, plus one-off deep cleans and move-out jobs. Supervisors juggle rosters, leave, replacements and shifting client requests, often in a spreadsheet and a WhatsApp group. When someone calls in sick, finding a replacement and telling the site takes phone calls. ### Checklists that stay on paper Each site has its own scope: toilets every two hours, lobby glass daily, carpets monthly. Paper checklists get lost, filled in after the fact or never returned to the office, and nobody can see what was actually done until someone asks. ### Photos with no home Cleaners take before and after photos on personal phones and send them into a chat group. Finding the right photo for a complaint weeks later means scrolling through hundreds of messages. ### Client reports Building managers and facilities clients want proof of work, often monthly, in their own format. Someone in the office assembles it from checklists, photos and attendance by hand. ### Quotes and contract renewals A contract quote depends on site size, frequency, headcount, materials and wage costs. Under Singapore's [Progressive Wage Model](https://www.mom.gov.sg/employment-practices/progressive-wage-model/cleaning-sector) for the cleaning sector, wage requirements are tied to the NEA Cleaning Business Licence, so labour costs in a quote need to stay current. Quotes built from an old spreadsheet drift. ### Tenders Many cleaning and facilities contracts are put out through GeBIZ by government agencies, and private clients run their own tenders. Each one needs a compliant response with method statements, manpower plans and pricing, often on a short deadline. ## What we build for cleaning and facilities firms We build focused tools and connect them to the system you choose. Typical pieces are: - **Job scheduling and rosters.** Recurring and one-off jobs by site and team, with replacements recorded rather than arranged only by phone. - **Digital checklists.** Site-specific checklists on the cleaner's phone, with time stamps, so the office can see what was done. - **Photos linked to jobs.** Before and after photos attached to the job and site, not lost in a chat group. - **Client reports.** Monthly or per-visit reports built from checklists, photos and attendance, in the layout each contract requires. - **Client portal.** A page where building managers see schedules, reports and open issues, and raise requests. See [client portal development](/services/client-portal-development/). - **Contract quotes.** A quotation tool with your rates, frequencies and manpower costs, producing consistent quotes and recorded revisions. See [quotation software](/services/quotation-software/). - **Visitor sign-in.** A simple visitor management log for sites that need one, where a hardware kiosk would be more than you need. - **Connections.** Linking your field service product, payroll and accounting software, such as Xero or QuickBooks, so jobs and invoices are not typed in twice. See [system integration](/services/system-integration/) and [workflow automation](/services/workflow-automation/). ## Tenders and GeBIZ If you bid for government cleaning or facilities contracts, two things help. First, spotting relevant GeBIZ opportunities early, filtered to the agencies and categories you can deliver. Second, preparing the response without losing days to it. Our [tender and award signals](/services/tender-signals/) work covers both, and also watches contract awards if you supply the firms that win them. For [Chromatic Media](/work/chromatic-media/), a printing and design firm, we built a tender preparation workflow that produces a compliance matrix and proposal drafts from the tender documents. The same approach suits cleaning tenders: the team reviews the drafts, finalises pricing and submits through its own GeBIZ account. ## Ready-made field service software, and when to just buy one Several field service management products list cleaning among the industries they serve. Two examples: - **ServiceM8** describes scheduling, electronic and PDF forms, on-site notes, photos and videos, and quoting and invoicing on site. It lists integrations with Xero, QuickBooks and MYOB, and has a page for cleaning businesses. - **Jobber** describes scheduling, quotes, invoicing and payments, automated client reminders and reporting, and lists cleaning among its industries. Its client hub lets customers request work, approve quotes, see appointments and pay invoices online. Features, plans and pricing change, so check each vendor's current documentation, and confirm local payment options and data hosting before you commit. For visitor management, kiosk and access-control vendors are usually the better buy when you need hardware at the front desk. Just buy one when: - most of your work is residential or one-off jobs with standard checklists; - your clients accept the product's standard reports; - your main need is scheduling, job details on phones and invoicing. Add custom pieces when: - contract clients each want reports in their own format; - you run many recurring sites with complex rosters the product handles poorly; - you quote large contracts or tenders where manpower and wage costs must be calculated carefully; - you need the product connected to payroll, accounting or a client's own system and no ready integration exists. Enterprise Singapore's grant schemes changed in 2026: the Productivity Solutions Grant closed to new applications on 29 September 2026, and support now runs through the EDGE Grant. Check Enterprise Singapore and GoBusiness for current eligibility before you commit. ## How a project runs 1. **Walk through one site.** We follow a recurring job from roster to client report and note where details are retyped or lost. 2. **Choose the core product.** If a field service product fits, we help you set it up. If not, we explain why. 3. **Build the smallest useful piece.** Often site checklists with photos, or the client report, tested at one or two sites. 4. **Review with supervisors and cleaners.** The tool has to work on a phone, in a hurry, for staff who may prefer another language. We adjust before adding sites. 5. **Hand over.** We document how it works, give you access and can look after it through [website and app maintenance](/services/website-maintenance/). ## Staff and client data Job records hold staff names, attendance, photos of client premises and sometimes residents' contact details. Under Singapore's PDPA you need a clear purpose, reasonable security and limited access. We keep photos and reports visible only to the people who need them, and avoid capturing faces or personal details in job photos where it is not necessary. See the [PDPA data protection obligations](https://www.pdpc.gov.sg/overview-of-pdpa/the-legislation/personal-data-protection-act/data-protection-obligations). ## What to prepare before we talk - A list of your sites and job types, with client names removed. - A sample checklist and a sample client report. - How you roster staff and handle replacements today. - A recent contract quote or tender response, if you bid for work. - Any software you already pay for, including payroll and accounting. [Get in touch](/#contact) and we will suggest whether to buy, build or connect. ## Frequently asked questions ### What is cleaning company software? It is software for scheduling cleaning jobs and staff, giving cleaners checklists and job details on their phones, collecting photos and sign-offs, and turning completed work into client reports and invoices. Broader products are called field service management software. ### Should we buy field service management software or build our own? Buy first if a product such as ServiceM8 or Jobber fits how you schedule and bill. We suggest building only what it cannot handle, such as client reports in the format your contracts require, a portal for building managers, or a connection to your accounting software. ### Can the system produce the service reports our contracts require? Usually. Most contract clients want proof of work: date, time, site, checklist items completed, photos and a sign-off. If your product's standard report does not match the client's format, we build a report that pulls the same data into the layout they expect. ### Do you build visitor management systems? We can build a simple visitor sign-in and log connected to your other systems. If you need kiosks, turnstiles or access cards, buy a hardware vendor's system and we can connect its data where it offers an API. ### How much does custom cleaning company software cost? It depends on the number of job types, report formats, integrations and the support you need afterwards. We outline the proposed work and pricing after an initial conversation.