Janitorial Services Client & Billing Management System

A commercial janitorial services company was managing a growing roster of client accounts largely by memory and manual paperwork — service schedules, custom cleaning packages, and monthly billing all handled separately, with no single place to see what was due, what had been paid, and what needed to happen next.

We built an MS Access system around the day-to-day realities of running a cleaning business. Client profiles hold full contact and billing details, entry/alarm codes for site access, payment method on file, and a weekly schedule of which days cleaning is due. Each client can have one or more custom service packages — day-of-week and frequency-based (weekly, biweekly, etc.) — with the assigned cleaning staff and their per-job cost tracked directly against the package.

Billing runs off that same schedule: a filterable billing queue (today, this week, all, pending-only) shows exactly what needs to be confirmed and invoiced, and confirmed bills generate professional PDF invoices automatically, complete with itemized service dates and past-due flagging with late fees calculated in. A monthly document log per client tracks uploaded contracts and paid-status records, so office staff can see at a glance whether a given month is settled without digging through folders. What used to be scattered across memory, paper, and spreadsheets became one system covering client management, scheduling, staffing costs, and billing end to end.