AI knowledge base for commercial cleaning when someone on site asks what the specification of services says.

Site folders, specifications of services, hygiene and disinfection plans, safety data sheets, handover reports and 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. The demo uses sample documents; in the first weeks after go-live you try it on your own site folders.

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Everyday question

“How often has the stairwell been agreed for this site, and what does the deep clean include?”

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

Half past seven on Monday, and the doctor’s surgery on Bahnhofstraße opens: the parquet in the waiting room is dull and stained after the weekend’s deep clean, and the doctor wants to know who’s paying. In the office, the search begins. Which care programme is in the specification of services, which product did the supervisor actually use on Saturday, and did anyone check the finish beforehand? The 2022 quotation is in the folder by the window, the data sheet for the deep cleaner is a photocopy on the shelf next to the canisters, the photos from Saturday evening are on the supervisor’s phone, and the doctor’s approval is in an email to an address the company no longer uses. By the time you have it all together, the surgery has called in a flooring firm itself.

Things people in this industry say every day.

Example questions

Questions from your day-to-day work

Three questions that come up day to day, and the document where you would expect to find the answer. In the demo you see this with sample documents; you test it with your own documents in the first weeks after go-live.

“How often has the stairwell been agreed for this site, and what does the deep clean include?”
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 quotations 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. One-click systems connect via your account; for the others we check before we start whether and how a connection is possible – until then, you simply upload documents.

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Pricing

What it costs

Basic package

from€500per month

Set-up fee €2,900 · excl. VAT

A flat fee per company. Everyone at your company can use it – technicians as much as office staff – with no per-user licence. One-click connections are included in the set-up. Before we start, we check whether your industry-specific software can be connected; that connection is charged on a time-and-materials basis, agreed in advance.

Drafts as Word, PDF or email are included in the Premium package.

At the kick-off we agree on twenty questions together – along with the documents each answer should come from. At sign-off we go through them together and look at what the system does with them. What follows from that is set out in the quotation.

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Getting started

Where to start

Start with the site folders for 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 they’re often wanted in a hurry. Upload both as whole folders; you don’t need a connection for that. In the first weeks after go-live, ask what the site manager last wanted to know, and see whether the sources are right. Before we start, we check whether your file server can be connected; the connection is set up and charged on a time-and-materials basis, agreed in advance, and it makes sense once you see what people actually ask 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 – for liability purposes, what counts is not only that the check was made, but when. The answer then gives the document and its date as the source. If the system finds nothing for an order, it tells you so.

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

It doesn’t choose for you. The answer lists both versions with date and source – whether that works with your folders is a good thing to check in the first weeks after go-live. If the newer one has an addendum attached, or an email from the property manager changing an interval, that belongs in the sources too. You decide which version applies to the client – the system just supplies the documents.

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

It answers from what is in your records and, for each data sheet, gives the product and issue date as part of the source. Upload the new one together with the operating and dosing instructions. The old one stays in your records, because if there’s 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 updates it. In the first weeks after go-live, try a product you’ve switched to see whether it’s clear which of two versions is current.

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

That’s what access rights are for, and they work by document type and role, not by individual file. You open up the specification of services, area plan and operating instructions to site staff; costings, quotations and payroll documents stay with the office. Anyone without access doesn’t get the content. During onboarding you can use a restricted role to see what comes back when someone asks about costings.

Our site manager sends complaints as photos and voice messages from site. Can those go in?

You upload photos and voice notes just like files and whole folders. The system suggests which site and which inspection day they belong to; a person confirms whether they belong to the quality inspection, the handover report or the machine file, because visibility depends on it. On request it can turn the complaints into a draft reply to the property manager – as a Word file or email draft, with a source for each point. Nothing is sent automatically. In the first weeks after go-live, test how well voice messages from site are transcribed.

Guides

Request a demo – with examples from Commercial cleaning

In a 30-minute video call, we use sample documents from your industry to show you how questions are answered and what the source for each answer looks like. You don’t need any of your own documents for this.