Industry type
Cleaning
Number of appointments
400/month
Previously used software
Google Calendar
Features that helped us
- Dispatch Console
- Invoicing
- Payments
- Automation
- Mobile App
Team Clean's growth story with Zoho FSM: Effortless scheduling, better communication, and no missed opportunities.
Who is Team Clean?
Team Clean is a professional cleaning company based in Dillon, Colorado, operating across multiple territories, including Summit County. They provide a range of services, such as:
Janitorial cleaning for offices, government buildings, and clubhouses.
Residential cleaning for homeowners, including scheduled recurring services.
Rental property cleaning for vacation homes and Airbnb rentals, especially during the busy ski season in Breckenridge and the Rocky Mountains.
Team Clean manages multiple cleaning crews daily and handles both one-time and recurring cleaning appointments. Their invoicing includes both per-job and recurring billing models, and they operate in a fast-paced environment where efficient scheduling is crucial.
Key results
- Clearer scheduling with zero overlaps.
- Improved communication and job accuracy.
- Paperless, real-time work tracking.
- Faster invoicing and payroll.
- More jobs completed with fewer missed opportunities.
Their process:
Before adopting Zoho FSM, Team Clean's service process was structured around a combination of Google Calendar for scheduling and Intuit for invoicing. Their workflow followed these steps:
Customers would request a cleaning service through the company's website, via email, or by calling their office. Once a request was received, a team member manually scheduled the appointment in Google Calendar, assigning it to an available cleaning crew. The cleaning teams used Google Calendar to check their assigned jobs for the day.
Cleaners tracked their working hours using handwritten timesheets, recording the start and end times for each job. At the end of the week, these timesheets were submitted to the office for payroll processing. Once jobs were completed, invoices were manually created using Intuit and sent to customers based on the hours recorded.
Communication between managers and field agents was primarily through calls or messages, where cleaners received details such as property access instructions, supplies required, and any specific cleaning preferences. The entire process relied on manual entries and coordination to ensure a seamless execution of everyday operations.
Zoho FSM gives us a much better overview of our operations. I can quickly identify free time slots, dispatch jobs seamlessly, and never miss an opportunity to grow our business. The dispatch console and mobile app have made a huge difference in how we operate daily. We’ve gone fully digital, and it’s saving us so much time.
The problem:
Despite having a structured workflow, Team Clean's reliance on manual tools led to several inefficiencies that impacted their scheduling, communication, and overall productivity.
Frequent scheduling conflicts: With Google Calendar as their primary scheduling tool, overlapping appointments were common. There was no centralized system to track availability across different teams, leading to last-minute rescheduling and operational disruptions.
Manual and delayed invoicing & payroll: Cleaners recorded their work hours on handwritten timesheets, which were submitted at the end of each week. Managers then had to calculate work hours manually and process payments through Intuit, leading to delays and increasing the risk of human error.
Lack of real-time job tracking: Managers had no way to track the status of ongoing jobs without making phone calls to the cleaners. This lack of visibility made it challenging to monitor work progress, respond to last-minute job changes, or confirm when jobs were completed.
Inefficient field communication: Job instructions—including entry codes, supply requirements, and specific cleaning preferences—were shared verbally or through messages. This had the possibility of resulting in miscommunication, leaving cleaners without the necessary details to complete jobs efficiently.
Missed job opportunities: Without a real-time scheduling system, managers struggled to identify open time slots quickly. As a result, they faced the risk of occasionally turning down job requests simply because they couldn't confirm availability fast enough, leading to lost revenue.
They set out in search of a field service management solution keeping in mind the limitations in their current setup.
The dispatch console is wonderful. It gives a good feeling because I know exactly what’s happening, I can see who is logged in, who started their job, and who finished. With Google Calendar, it looked like a mess—everything overlapped. Now I have a better overview, I can see free slots easily, and not lose any business.
Zoho FSM as the solution:
Team Clean used Zoho FSM to manage their scheduling, job tracking, and invoicing. Managers created service appointments in the Dispatch Console, assigned jobs to cleaners, and updated schedules as needed. All job assignments were tracked within FSM, with any changes automatically recorded in the system.
Cleaners accessed their assigned jobs in the field through the Zoho FSM mobile app, where they viewed customer addresses, entry codes, required supplies, and specific cleaning instructions. Updates made by managers were reflected in real time.
Cleaners also used the app's time sheets feature to start and stop job timers. Once a job was completed, they marked it as done, and the status was updated for managers to review.
For invoicing and payments, Team Clean moved from Intuit and used Zoho FSM's integration with Zoho Books. Job details were synced with Zoho Books, where invoices were generated based on completed work orders.
Team Clean also transitioned from paper records and handwritten notes to a fully digital system with FSM. Job histories and appointment statuses were available in real time, and all service-related data was stored within FSM. The team used FSM as the primary system for tracking field operations, ensuring that job records, schedules, and invoices were managed in a single platform.
We’ve been fans since Zoho One, so once we saw Zoho FSM, we said, ‘Yes, let’s do it.’ I never really considered other products seriously. We trust Zoho.
Impact of Zoho FSM:
The implementation of Zoho FSM led to measurable improvements across Team Clean's operations:
Enhanced scheduling efficiency:
Zoho FSM’s Dispatch Console gave Team Clean complete control over their schedules, allowing them to allocate jobs efficiently, avoid conflicts, and identify free slots quickly. This clarity enabled them to say "yes" to more customers without operational chaos.
Operational transparency:
Managers could monitor work progress in real time through the Dispatch Console. Knowing who is working on which job and when it’s completed provided unmatched transparency and reduced miscommunication.
Improved field communication:
With the mobile app, cleaners could access all job details right at their fingertips. This eliminated any back-and-forth calls and ensured every cleaner was fully prepared for the job.
Time savings:
With automated trip tracking, timesheets, and billing, Team Clean saved significant time on repetitive administrative tasks. This time was reinvested into scaling operations and providing better customer service.
Scalability:
The streamlined workflows and reduced bottlenecks allowed Team Clean to handle more appointments, especially during peak rental seasons. The tools also provided the flexibility to scale operations as their business grew.
Customer trust and satisfaction:
Reliable scheduling and clear communication with clients led to fewer complaints and greater customer satisfaction. The ability to respond quickly to inquiries, thanks to FSM’s real-time insights, strengthened client relationships.
Now with Zoho FSM, we don’t need paper anymore. The cleaners log in, start the work order when they enter, and stop it when they leave. I see it in the dispatch console. We have better integration with Zoho Books. Everything is digital—no more timesheets on paper. This was always my dream.
What's next for Team Clean?
Team Clean plans to expand their business into new territories and aims to leverage Zoho FSM to support this venture. They are also focused on further streamlining their operations by exploring Zoho FSM’s automation features for both their current and proposed expansion. Some of their key future plans include: implementing automated email notifications to inform customers when jobs are completed and using service reports to enhance transparency. Additionally, they look forward to leveraging custom functions, such as mass updates for recurring tasks, to save time and improve efficiency. These plans reflect their commitment to continuously evolving their processes and delivering exceptional service as their business grows.