Your cleaners are in six buildings before sunrise. Their timesheet should be there too.
See it for yourself just below: run a pretend cleaning company for two minutes, one tap at a time.
Free for 30 days. No card needed to start.
Try it yourself
Run a cleaning company for two minutes.
A pretend company, so you can try everything: your screen, your cleaner’s phone and the month’s invoices. Nothing you tap is saved or sent.
- 1A new contract
- 2Sunday’s roster
- 35:02 am
- 4The clean
- 5Month end
About two minutes, one tap at a time, with the app’s own quiet sounds. A pretend company: every name in it is made up.
KārgāhFlow is time and job management for cleaning companies: office, commercial, medical, school and retail crews working across client sites. Hours get recorded where the work happens, every visit is on record when a client asks, the month’s contracts become invoices in one sitting, and the fortnight ends with a file payroll can use.
Made for crews who work while the client is not there: early starts, late finishes, many small sites, and nobody in the office to see who arrived.
A week of early starts
Four things that go wrong on paper.
None of this is unique to cleaning, but all four of them happen in the same week when your people work in buildings you are not in, at hours nobody else is awake.
Six offices before the first coffee
Your cleaners start at five, one building after another, and nobody from the client is there to see them arrive. The hours are whatever got written down at the end of the shift, and when a client asks whether anyone came on Tuesday, all you have is a word.
With KārgāhFlow
Put a QR poster inside each building: in the cleaners’ cupboard or by the back door. One scan clocks a cleaner in and the next clocks them out, stamped with the time and the place. When a client asks, export that site’s visits as a PDF.
- Nothing to install and no login on the wall poster
- Every clock-in is stamped with the time and the place
- A PDF of one site’s visits, ready for the client who asks
Tonight’s sites, not the group chat
Which offices tonight, which floors, which door is open after hours: it went out in the group chat last week and it is forty messages up now. Someone is at the wrong building, and they are ringing you at nine at night.
With KārgāhFlow
Every site is a job with its address, its map pin, your notes for it (which entrance, which floors) and the people assigned to it. Your cleaners open the app and see where they are meant to be and how to get in.
- Notes on each job, shown to the people assigned to it
- Directions to each site in one tap
- Archive a contract when it ends, without losing its history
Supplies, parking, and fuel
The floor cleaner bought on the way, the parking at the hospital, the fuel between sites: all on receipts in a bag until the end of the month, and the ones that go missing come out of your margin instead.
With KārgāhFlow
A cleaner photographs the receipt and files the claim there and then, against the site it was for. You approve it from your phone, and it lands on the same timesheet as their hours.
- The photo fills in the amount and the date by itself
- Each claim is filed against a site, so you can see what every contract costs
- Approved claims total up per person and per period
Part-time hours become payroll
Twelve people, most of them part-time, some on two contracts, all on different nights. Every fortnight it is you and a spreadsheet, adding up hours that nobody can check.
With KārgāhFlow
Hours per person, per site, per day, with overtime worked out against your own thresholds. Export a PDF, a spreadsheet, or a QIF your accountant can import, or email it straight out of the app.
- Contracted hours per person, so overtime starts where their own contract ends
- Pay rates for worked hours and for approved leave days
- Approved expenses and leave included in the same total
- A shift clocked to the wrong site moves or splits, and nobody’s pay changes
Running the contracts
Four things that live in your head.
The clock-in is only part of it. Who is cleaning where this week, how to get into each building, whether the job was done right, and which contract still needs invoicing: today all of it is in your head. Here is where it goes instead.
Tonight’s roster, not Sunday’s text
Every Sunday you text the week out: who is on which building, which nights, what time. By Tuesday someone is sick, two people swap, and the only up-to-date roster is the one in your head.
With KārgāhFlow
Put people on sites day by day, with a start time and a note. Each cleaner sees their own week on their phone, and who else is on that job. Change it, and they get one notification once you have finished, not one for every change.
- Copy last week, then change what is different
- Leave and double bookings show up before you save
- Changes made late at night wait for the morning
- When they clock in, the sites on their roster today are marked
Proof the job was done right
A client rings to say the bathrooms on level two were missed. The checklist was on paper, it is somewhere in the van, and it says what the cleaner remembers ticking. Your word against theirs, again.
With KārgāhFlow
Make your checklists in the app, or photograph the paper one and the app drafts it for you to check. Cleaners fill them in on their phone with big Pass, Fail and N/A buttons, and anything that fails asks for a note and a photo. Give a checklist a pass mark and every clean gets a score; something put right on the spot is photographed and counted as fixed. Each one becomes a signed PDF report.
- A score out of 100, and a note to you when one fails
- Set a client’s checklists once: every new job for them gets them
- Email the PDF report to the client from the app
- The client can sign the job off on the cleaner’s phone
Every client, every site, every door
Which entrance, who to ring when the door is locked, which client wants the bins out: it is spread across texts, emails and the back of a business card, and a new cleaner has to ring you to find out.
With KārgāhFlow
Keep each client with their sites and the people to call. Each site carries how to get in, what to watch out for and who to ring, and every job there shows it on the cleaner’s phone, with directions and an I’m here button that clocks them in.
- Clients, sites and contacts in one place; sites can be made from your jobs
- A site is the building, each job the clean: write the alarm code once, every clean there has it
- How to get in and what to watch out for, on the crew’s job card
- I’m here on the job card clocks them in
From the first enquiry to paid
A property manager asks for a price on Monday. By Friday the enquiry is somewhere in your email, nobody has followed it up, and you still cannot say whether last month’s office contract made any money.
With KārgāhFlow
Log every enquiry as a job with its own number, and move it across one board: Enquiry, Quote sent, Won, Booked, Under way, Finished, Invoiced and Paid. Each card says what comes next, and each job shows what it makes: a contract priced by the week, fortnight or month, against the hours, supplies and claims it took.
- Every job numbered, like CL-0042
- Booked and Under way move by themselves as people are put on the job and clock in
- A finished job’s card says what comes next: approve its hours, then invoice it
- A finished job moves to Invoiced and Paid by itself as its invoices go out and are paid
Getting paid
Four things between the clean and the money.
The cleaning is done. Now it has to become an invoice, the invoice has to be paid, and you want to know which contracts are worth keeping. Today that is a spreadsheet at the end of the month and whatever you remember.
Which contracts make money
The medical centre pays the same every month. It takes three cleaners two nights a week, plus the gloves, the bin liners and the parking. Whether it is worth renewing is a sum nobody has had time to do.
With KārgāhFlow
Set your charge-out rates, GST and markups once. Each contract then shows what it is paid, what its hours and supplies cost, and the profit, whether it is priced by the hour, at a fixed price, or by the week, fortnight or month. One list shows every job, least profit first.
- An hour costs what you pay plus your own top-up for holiday pay and levies
- Rates agreed with one client, or for one contract, when they differ
- Every job’s profit in one list, and as a spreadsheet
Supplies on the account, not in a bag
The cleaning supplies go on the company account at the wholesaler, and the parking on whoever’s card was handy. The dockets ride around in the van until the end of the month, and what never reaches the office never reaches the client’s bill.
With KārgāhFlow
A cleaner photographs the receipt on the job and says who paid. Their own money comes back to them as a claim; a docket on the company’s account goes to the office to check. At the office, photograph a supplier’s bill and the app reads it for you.
- Who it is from, the date, the GST and the total fill themselves in
- Filed against the job, so every contract’s costs add up
- Supplies you charge for go on the client’s invoice with your markup
Month-end invoices in one sitting
The first of the month means twenty invoices, each copied from last month’s and changed by hand. One goes out with last year’s price, and one does not go out at all.
With KārgāhFlow
When a week or a month ends, the app says how many contracts are ready. One window makes every invoice from the price you agreed; check them and send them together. Each goes out in your company’s name, with your logo’s colour and your own numbers, and a page that shows your client how to pay.
- Nothing drafted twice, and nothing invoiced twice
- Your invoice numbers carry on from the system you used before
- You see when your client opened it, and replies come to you
Knowing who has paid
Somebody has not paid since August, but which one? The answer is spread across the bank statement, the inbox and the spreadsheet, and checking takes the evening you meant to have off.
With KārgāhFlow
Everything you are owed is on one page, with what is overdue in red and counted in the menu. Send a reminder sits beside each late invoice, its polite words already written. Payments are recorded as they come in, and when something needs putting right, a credit note comes off the invoice with the reason printed on it.
- Part payments, and what is still owed, worked out for you
- Reminders go when you send them, never by themselves
- Each payment kept with the day it came and how it was paid
- Each client’s invoices on the client’s own page
The lost time calculator
Small minutes, real money.
Nobody writes 5:07 on a paper timesheet. A 5:07 start goes down as 5:00, a 7:52 finish goes down as 8:00, and the extra minutes always land on your bill. Put your own numbers in: the sum is just multiplication, and you can redo it on the back of a receipt.
In your own currency: whatever you actually pay.
Think ten is unfair on your crew? Slide it down and look again.
10 minutes × 8 people × 21 working days a month
= 28 hours a month, $840 in wages
paid, in your own money, for work nobody did.
With KārgāhFlow, the clock-in is stamped at the wall, not remembered at the end of the day. Those hours stop leaking:
28 hours saved every month, for $64/mo
Every feature included, founder account free.
And those extra minutes are only the part you can put a number on. The Sunday-night spreadsheet, the client asking when you were last there, and the cleaner sent to the wrong floor are all on top of it.
Why it fits a cleaning company.
KārgāhFlow was built alongside a building services contractor whose crews move between client sites all week. A cleaning company’s week has the same shape: early starts and late finishes, many small sites, and nobody watching the door. The clock-in that works on a plant room door works on a cleaners’ cupboard.
It was also built for people who are not confident with computers: clocking in is one scan or one big button, the screens use plain words, and anyone without a smartphone can be clocked in and out by a supervisor instead.
See who is using KārgāhFlowEverything, on every plan.
There is no cleaning edition and no feature held back for a bigger tier. You pay per person, and you get the lot.
- Clock in and out from a phone, a QR poster, or an admin correction
- Live dashboards: who is on the clock now, hours by person and by job
- Expense claims with photo receipts and approvals
- Sick, annual, and public holiday leave requests
- Threaded messaging with push notifications to the crew
- Timesheets and payroll exports (PDF, Excel, QIF)
- Clients, their sites and contacts, with how to get in and what to watch out for
- A job board from first enquiry to paid, every job numbered
- A roster, with everyone’s week on their own phone
- Checklists with photos and signatures, PDF reports and the client’s sign-off
- Charge-out rates, GST, supplier bills and what every job makes
- Invoices made from the job, payments, reminders and credit notes
What you are probably thinking.
Fair questions, straight answers. The longer list is on the pricing page.
My cleaners won’t install another app.
There is nothing to download from an app store. The poster in the cleaners’ cupboard is the clock-in: a cleaner scans it with their phone’s camera, signs in once in the browser, and from then on one scan clocks them in and the next clocks them out.
Some of my team are not confident with phones.
That is who it is built for. Clocking in is one scan or one big button, the screens say what to do in plain words, and anyone without a smartphone can be clocked in and out by you or a supervisor instead.
I don’t have time to set this up.
Register, add your jobs, print a clock-in poster for each, and send the crew your join link by text. The setup walks you through it one step at a time, and there is nothing to migrate: you start with the next timesheet, not by re-typing the old ones. When you are ready for the rest, your existing jobs can become sites for you, after a preview you can undo.
We already do our invoices in Xero or MYOB.
Keep doing that. Tell KārgāhFlow once that you invoice from another system, and each finished job just asks to be marked as invoiced. The board still shows which jobs are waiting to be billed, and every job still shows what it made.
What if it doesn’t stick?
The first 30 days are free and we do not ask for a card, so the worst case is a free month of tidy timesheets. Your data stays yours: hours, expenses and leave export as PDF, Excel or QIF whenever you like, and you can cancel from your billing page at any time.
Set it up in less than an hour.
Register your company, print a poster for your first site, and invite the crew. You can have a real job running through KārgāhFlow on day one.
Not a cleaning company? Nothing here is specific to cleaning. The same product runs any crew that works away from a desk.