From quote to payment, no spreadsheets.
The company's finances live in one place: you prepare quotes, every completed job updates revenue by itself, you record payments and see what's outstanding. And when you want to add it all up, Accounts and the Monthly summary have already done the sums.
- Numbered and in PDFEvery quote gets its number for the year, the VAT works itself out and the PDF is ready to send.
- From yes to the scheduleOn an accepted quote you tap “Schedule job” and the job starts with the services already filled in.
- Late payments stand outA job still unpaid 30 days after its date becomes overdue.
20 minutes, on your own data.
The quote in Word, the job in the diary, the money in the bank.
Every piece lives somewhere different, and you copy the same services out two or three times.
To know who still owes you money you put it all back together yourself, in the evening, from memory.
With CleanFlow an accepted quote becomes a job on the schedule, and you mark the job paid when the money comes in: who still owes you is on one page.
How a quote turns into a payment.
Prepare the quote
Pick the client from your records or type in a new one's details. Take the rows from your price list or write them yourself, and choose the VAT.
You send it
Download the PDF, send it to the client the way you already do and mark it as sent. If it has an expiry date, the dashboard reminds you in the 7 days before.
Accepted, you schedule it
Mark it as accepted and tap “Schedule job”: the services are already filled in, and so is the client if they're in your records. You choose the site, date and cleaner.
Job done, you record the payment
When they pay, tap “Mark as paid”. If nothing has come in after 30 days, it becomes overdue.
Quotes, payments and accounts are on every plan, and only the owner sees them. Exporting revenue and the monthly summary comes with the Ultra plan.
Three cases, with the sums.
Example
Quote for FitZone Gym: €204 for the weights room and €102 for the changing rooms per month, VAT at 20%.
Subtotal €306, VAT €61.20, total €367.20: CleanFlow does the sums from the rows.
You're not VAT registered and you quote Marino Law Office.
The PDF has no VAT line and says the supplier isn't VAT registered.
The 2 June job at Magnolia B&B, €143, hasn't been paid yet.
Until 1 July it's outstanding. From 2 July it's overdue.
What you stop redoing.
- Copying an old quote in Word and changing the name and prices.
- Working out the VAT by hand.
- Copying the services from an accepted quote into the diary.
- Keeping track in your head of who still owes you.
The quote is born where your prices live.
No more quotes on a notepad or lost in a chat: you prepare them in CleanFlow, with the client and services already on file, and they stay there, ready to find when the client calls back a month later.
Quote · FitZone Gym
June 2026- Weights room clean · 4 times a month€204
- Changing-room deep clean · twice a month€102
The picture for the month, the year, or the dates you choose.
The period's numbers, always up to date: revenue, paid, outstanding, expenses and margin, plus the average value per job. Every job updates them by itself. The Accounts overview replaces the Sunday-night spreadsheet.
Revenue
€26,480
Paid
€22,140
Expenses
€9,860
Margin
€12,280
See which service really pays.
The month's revenue is split by type of work: what the weekly cleans and the evening offices bring in, how many times you did them and what share of the total they make up. It's the difference between “I think we're doing fine” and knowing.
- Weekly clean€8,8502438%
- Evening office clean€6,0601826%
- Changing-room deep clean€4,610920%
- Domestic clean€3,8401216%
Every service has a price and a duration. The maths does itself.
In the Services catalogue you define once the price and expected duration of each type of work. When you plan a job, the amount is already there: at the end of the month there's nothing to reconstruct.
They're your prices, for your clients. Change them whenever you like.
Weekly clean
Expected duration: 1h
Evening office clean
Expected duration: 45 min
Changing-room deep clean
Expected duration: 50 min
Who's paid and who hasn't: you see it, you don't chase it.
The job done is half the story: in the Payments section you record what's come in and see straight away what's still owed. The money to collect stops living in your memory.
- The Bennett familyWeekly clean · June€72Paid
- FitZone GymWeights room cleans · June€204Paid
- Magnolia B&BCommon areas · June€143Outstanding
The period's totals, already added up.
The dashboard gives you the numbers the moment you open it: today's jobs and revenue, who's working, the month's totals and the month's revenue by service. And the Summary lines up the period, when you want to see it all together without opening ten pages.
Revenue this month
€26,480
Jobs completed
132
Average value
€200
By service
- Weekly clean€8,850
- Evening offices€6,060
- Deep cleans€4,610
What owners ask us about money.
«Will my supervisor see how much I make?»
No. Quotes, payments and accounts are for the owner only: those pages are closed to the supervisor.
«Do I have to record every payment by hand?»
One tap on the job does it, or you select several and mark them paid together.
«What if the client changes their mind after saying yes?»
Move the quote back to sent, then mark it as declined. The number stays the same.
Questions about quotes and payments.
20%, 5% or 0%, or no VAT if you're not VAT registered. CleanFlow works out the subtotal, VAT and total from the rows.
Automatically, year by year: 2026/0001, 2026/0002 and so on. In January it starts again from 0001.
When 30 days have passed since the job date and you haven't marked it paid. You see it in Revenue, on the client's record and on the dashboard.
You see the monthly summary on every plan. The summary's CSV and PDF, and the revenue export, come with the Ultra plan.
Want to see it on your own data?
20 minutes, on your own data.