AI knowledge base for commercial cleaningwhen you are asked on site what is in the specification of services.

Site folders, specifications of services, hygiene and disinfection plans, safety data sheets, handover reports and the inspections with their complaints in one place, every answer with its source. The site manager asks on their phone in the building, the office at the screen — whether that works with your site folders, you check in a demo.

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Everyday question

“How often is the stairwell agreed for this site, and what is included in the deep clean?”

The answer is in

Specification of services · cleaning contract

1 Source in one click

Day to day

Sound familiar?

The property manager says the stairwell is supposed to be done weekly. The 2021 specification of services says something different.
The new site manager asks where the cleaning cupboard is and which key fits where. Only the supervisor knows, and she is on holiday.
At the care home, the infection control nurse wants the safety data sheet for the surface disinfectant by tomorrow morning. The folder is in the office; the site manager is out all day.

Half past seven on Monday, the doctor’s surgery on Bahnhofstraße opens: the parquet floor in the waiting room is dull and stained after the deep clean at the weekend, and the doctor wants to know who is paying. In the office the searching begins. Which care programme is in the specification of services, which product did the supervisor actually apply on Saturday, and did anyone look at the coating beforehand? The 2022 quote is in the folder by the window, the data sheet for the deep cleaner is a copy on the shelf by the containers, the photos from Saturday evening are on the supervisor’s phone, and the doctor’s approval is in an email to an address that no longer exists in the company. By the time you have everything together, the surgery has ordered a floor fitter itself.

Statements as they come up day to day in this industry.

Example questions

Questions from your day-to-day work

Three questions as they come up day to day, and the document in which the answer should be found. Whether and how well the answer comes with its source, you check in a demo with your own documents.

“How often is the stairwell agreed for this site, and what is included in the deep clean?”
1 Specification of services · cleaning contract
“Which product is approved for surface disinfection at the care home, and how is it dosed?”
2 Hygiene and disinfection plan · safety data sheet · operating instructions
“What was the complaint at the last inspection, and has it been dealt with?”
3 Quality inspection report · photos from the site

Documents

The documents that matter to you

Site folders for each site — specification of services, area plan, room schedule and the agreed intervals
Cleaning and framework contracts with termination and price adjustment clauses, plus the tender documents of public clients
Records on contractor liability, including the check against the HFU list (the Austrian list of companies whose clients are released from contractor liability), if you pass work on to subcontractors — for VAT purposes, cleaning buildings counts as construction work
Costings and quotes with the area output per square metre and the time values used
Hygiene and disinfection plans for healthcare and care facilities, including the client’s approvals
Safety data sheets, operating instructions and dosing instructions for cleaning agents and disinfectants
Training records and the workplace risk assessment under the Employee Protection Act (ArbeitnehmerInnenschutzgesetz), plus the inspection records for personal fall protection equipment for glass and façade cleaning
Rotas, time records and payroll documents as required in an inspection under the Anti-Wage and Social Dumping Act (Lohn- und Sozialdumping-Bekämpfungsgesetz)
Handover and key reports, quality inspection reports and the complaints that go with them
Machine files for scrubber-dryers and aerial work platforms, photos from the site and voice notes from the site manager

Integrations

Connecting your systems

Your system stays as it is. Whether and how a connection is possible, we check before we start — until then, you simply upload documents.

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Pricing

What it costs

Basic package

from€500/ month

One-off setup €2,900 · net

A flat fee per company. Everyone at your company may ask — the technician just as much as the office, no per-head licence. Whether a connection to your system is possible, we check before we start; one-click connections are included in the setup, others are billed by effort, and what they cost is fixed beforehand.

At the kickoff we record twenty questions that the acceptance is based on.At the kickoff we agree on twenty questions together – along with the documents the answer should come from. At acceptance we go through them together and look at what the system does with them. What follows from that is set out in the offer.

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Getting started

Where you start

Start with the site folders of your largest sites — specification of services, area plan, key and handover report for each building. Then the folder with the safety data sheets and operating instructions, because it is often requested under time pressure. You upload both as whole folders; no connection is needed for that. In the demo you ask what the site manager last wanted to know, and see whether the sources are right. Whether your file server can be connected, we check before we start; it is set up based on the effort involved, and it makes sense once you see what is really asked on site.

FAQ

Frequently asked questions

We pass some areas on to subcontractors. Can we still trace which records we obtained before placing the order?

As far as you have filed them. The contract for work, trade licence, insurance confirmation and the printout of the HFU check with its date belong in your records for each subcontractor — on liability, what counts is not only that the check was made, but when. The answer then names the document and its date as the source. If the system finds nothing for an order, it says so.

There are two specifications of services in the folder for one site. Which one does the system use?

Neither, on your behalf. The answer names both versions with date and source — whether that comes through like that with your folders is a good point to check in a demo. If the newer one has an addendum or an email from the property manager attached in which an interval was changed, that belongs in the sources too. What applies towards the client, you decide — the system only supplies the documents for it.

We have switched surface disinfectant. Will the system still answer with the old safety data sheet?

It answers from what is in your records and names product and issue date as part of the source for each data sheet. Upload the new one along with operating and dosing instructions. The old one stays in your records, because if there is a query about a past job, what counts is what was used at the time — and because the building’s hygiene plan often still lists the old product until someone changes it. Whether it is clear which of two versions is the current one, you check in a demo with a product you have switched.

The cleaning staff should see the site folder, but not costings and payroll documents. Is that possible?

That is what rights are for, and they depend on document type and role, not on individual files. You approve the specification of services, area plan and operating instructions for site staff; costings, quotes and payroll documents stay with the office. Anyone without approval does not get the content. In a demo you can try out with a restricted role what comes back to a question about costings.

Our site manager sends complaints as a photo and voice message from the site. Can those go in?

You upload photos and voice memos just like files and whole folders. The system suggests which site and which inspection day they belong to; whether they belong to the quality inspection, the handover report or the machine file is confirmed by a person, because visibility depends on it. On request it can create a draft reply to the property manager from the complaints — as a Word file or email draft, with a source for each point. Nothing is sent automatically. How well voice messages from the site are transcribed, you try out in a demo.

Guides

Request a demo — with examples from Commercial cleaning

In thirty minutes by video we show you, using examples from your industry, how questions are answered and what the source for each answer looks like. You do not need your own documents for this.