Your scope is the checklist
The checklist a cleaner works through is your scope of works, area by area and task by task, not a generic template with your name on it. Change the scope and the checklist changes with it on the next visit.
- Every area
- Checked off on site
- Against your scope, not a generic list
- Photographed
- As the work is completed
- Tied to the area, visit and cleaner
- Reviewed
- Before a visit is billed
- Approved, or sent back for rework
- Audited
- On a cycle you set
- Line-by-line report, issued as a PDF
Two ways to run a cleaning contract
Neither column is a caricature. The left is how most cleaning contracts genuinely operate, and it is what we were built to replace.
-
What the cleaner works from
The usual arrangement
A generic room-by-room list, printed once at the start of the contract and photocopied for two years.
On a Shining Services contract
Your scope of works, area by area and task by task. Change the scope and the checklist changes with it on the next visit.
-
How the visit is closed
The usual arrangement
The cleaner locks up and leaves. The visit is complete because the shift ended.
On a Shining Services contract
The visit is submitted for review against its checklist and photos, and approved or sent back for rework before it can be billed.
-
Proof the work happened
The usual arrangement
A signature in a folder by the back door, or nothing at all, and a conversation about it three weeks later.
On a Shining Services contract
Timestamped check-in and check-out from the site, plus photographs tied to the area, the visit and the cleaner who took them.
-
When something is missed
The usual arrangement
An apology, and a promise that it will be mentioned to the cleaner.
On a Shining Services contract
A logged complaint against that visit and crew, a re-clean normally the next business day, and a supervisor walkthrough if it repeats.
-
What you are billed for
The usual arrangement
The scheduled visits, whether or not every one of them happened as scheduled.
On a Shining Services contract
Approved visits only. A visit that did not meet the standard is re-done or not charged.
Six mechanisms, not six promises
Quality assurance is either a set of mechanisms that run whether anyone is watching, or it is a paragraph in a tender document. These are ours.
Photo evidence by area
Areas are photographed as they are completed, and each photo is tied to the area, the visit and the cleaner who took it. Where a crew splits the site, each person's areas are locked to them, so the record shows who did what.
A review gate before billing
A visit is not closed when the cleaner leaves. It is submitted for review, checked against the checklist and photos, then approved or sent back as rework. Only approved visits reach an invoice.
Scheduled site audits
Independent of the daily clean, your site is audited against its scope on the cycle you choose. Each line is marked in scope, passed or failed, with a note and photographs, and finalises as a PDF report you keep.
Trends, not just snapshots
Audit scores, rework rates, complaint volumes and response times are tracked over time. One bad washroom is an incident; the same washroom three months running is a scheduling problem, and it shows up as one.
Corrective action, not credit notes
A failed area is re-cleaned, and the corrective action is recorded against the visit that caused it. Where we cannot make it right, the visit is not charged. The default is fixing the clean, not discounting a bad one.
What happens between arrival and invoice
The same four steps on a two-hour office clean and a full medical centre. No step can be skipped to make a shift finish faster.
What a walkthrough actually checks
Each line is marked in scope, passed or failed, with a note and photographs where it matters.
- Washroom hygiene: fixtures, touch points, consumable levels and odour control
- Kitchens and break-out areas, including appliance exteriors and waste separation
- Floors by surface type: vacuuming, mopping, edges, corners and entry matting
- High and low dusting: ledges, vents, skirting, sills and behind furniture
- High-touch point sanitisation: handles, switches, rails, lift buttons, shared desks
- Glass, internal partitions and entry doors at reach height
- Waste and recycling streams emptied, relined and returned to their points
- Chemical storage, labelling and dilution against the site's register
- Equipment condition: cloths, mop heads, vacuum filters and machine servicing
- Crew presentation, PPE, site sign-in and adherence to the site's own rules
Your standard wins. Where your building has its own audit form, KPI weighting or scoring scale, we audit against yours and report in your format. The list above is our baseline, not a ceiling. See how the underlying systems are documented.
24h
to raise it and have the area re-cleaned at no charge
Nobody cleans a site for a year without a bad night
What matters is the morning after. Tell us within 24 hours of a visit and we re-clean the area free, normally the next business day. Raise it later anyway, because it is still logged, still investigated and still counts toward the site's trend, even where the free re-clean no longer applies. A visit we cannot put right is not charged.
- Logged against the visit, area and crew
- Re-clean next business day where access allows
- A repeat issue triggers a supervisor walkthrough
- Credit on the next invoice where we cannot fix it
Reporting, in the format you already use
Four things land with you, and none of them need re-keying into your own compliance file before they are useful.
Ask for a sample audit report
We will send a real report with the client details removed, so you can see the detail you would be receiving each month.
Request a sampleNo obligation, and no sales call attached to it.
What facilities managers ask us
How do I know a clean actually happened?
Cleaners check in and out from the site, so each visit carries a timestamped attendance record, and completed areas are photographed as the work is done. Ask for a visit and we will show you the record for it, including the photos.
What happens if a clean is not up to standard?
Raise it within 24 hours and we re-clean the area at no charge, normally the next business day. The complaint is logged against that visit, area and crew, and a repeat issue triggers a supervisor walkthrough rather than another apology.
How often are sites audited?
On the cycle we agree with you, commonly monthly for commercial contracts, weekly or fortnightly for high-traffic or clinical sites. Each audit runs against your own scope of works line by line and finalises as a dated PDF report.
Can you audit against our own KPI form?
Yes. Where your building has its own audit form, scoring scale or KPI weighting, we audit to yours and report in your format rather than sending you ours to re-key.
Who reviews the cleaner's work before we are invoiced?
Completed visits are submitted for review and checked against their checklist and photos before they are approved. Only approved visits are billed, so the invoice and the record agree by construction.
Do you send the same cleaners each time?
Wherever rostering allows, yes. A familiar crew knows the site's quirks and is the single biggest driver of consistent quality. Cover for leave or illness is inducted to the site before their first visit.
Can our staff report an issue directly?
Yes. Sites carry a QR code your staff can scan to raise an issue with our operations team, with the building and area already attached. It does not route through the cleaner it is about.
See the standard on your own site
Book a site inspection and we will walk your building, mark up the scope, and show you the audit and reporting you would receive, all before you commit to anything.