CleanFlo help and how to · every screen, explained What changed this month
The manual, kept properly.
Every screen in CleanFlo, written up with the real interface beside the words: what each button does, what happens next, and the UK bits that catch people out. Written for the person running the business at half nine at night, not for a training course.
45 guides across 12 topics
Getting started
What CleanFlo does, the setup that takes an afternoon, and how to find your way around.
5 guides- 01 What CleanFlo is A plain tour of the whole product, from the dashboard you open on to the invoice at the end, including the phone half your cleaners hold and what all of it replaces. Read
- 02 Setting up in an afternoon An afternoon, in the right order. Company details before clients, clients before jobs, services before either, because each step needs the one before it to exist. Read
- 03 Finding your way around Where everything lives, so you stop hunting for it. The sidebar's five groups, the strip along the top, and the search palette that reaches every record in the business at once. Read
- 04 Reading the dashboard The dashboard answers one question: what needs me today. Every card on it explained in the order you meet them, including the ones that only appear when something is wrong. Read
- 05 Your plan and your bill CleanFlo is £9.99 a month whatever size you grow to, after 14 days free. Where your plan lives, what the Stripe portal handles, and what actually happens if a payment fails. Read
Scheduling & jobs
Book the work, repeat it, put a cleaner against it and watch it move through its statuses.
7 guides- 01 Using the calendar The four calendar views, the week navigation and what its labels mean, the summary strip, the week grid and its now line, quick booking from an empty slot, and the right-click menus. Read
- 02 Creating a job The Add Job drawer end to end: templates, client and location, dates and duration, services and add-ons, the estimated price, the checklist, the cleaner, notes, and what happens when you save. Read
- 03 Repeating a job CleanFlo writes out real jobs rather than storing a repeating rule, which is why you can edit one week without touching the rest. Weekly, fortnightly or monthly, ending on a count or a date. Read
- 04 Assigning a cleaner The Assigned Staff picker and its live availability badges, what happens when a job has nobody on it, how the Dashboard chases those, and reassigning a batch of jobs at once. Read
- 05 How a job moves through its statuses A job moves Scheduled, In Progress, Done, and your cleaner is usually the one moving it. What each state means, when you should override it, and what a finished job records about itself. Read
- 06 Job templates Saving a job you book over and over as a reusable configuration: the Job Templates sheet, every field in the template drawer, and how a template is loaded onto a new job. Read
- 07 Emailing the week's schedule Sending every cleaner their next fortnight by email: the Send Schedule sheet, who appears in it, what the email contains, and the automatic notifications that fire without you. Read
Clients & locations
Client records, the sites you clean at, and the portal your clients log into.
4 guides- 01 Adding a client The Clients screen, the Add New Client sheet field by field, the seven quick-reference tags your cleaners see, and the portal settings you can switch on while you are there. Read
- 02 Locations and properties A client is who pays; a location is where the work happens. Adding sites, the four cleaning statuses they carry, and the map pin that lets CleanFlo check a job started at the right address. Read
- 03 Editing and removing clients The client page and its stats strip, the Locations and Invoices tabs, the Edit Client drawer, and what deleting a client actually removes compared with marking them inactive. Read
- 04 The client portal Give a client a link and a PIN and they can see their own jobs without ringing you. Three visibility levels decide how much, and they can ask for a clean through it if you let them. Read
Your team
Adding cleaners, what their record holds, and what happens when someone leaves.
3 guides- 01 Adding a cleaner The Staff screen and its five tabs, the two ways to give a cleaner access, the password that is only shown once, and what your cleaner does with the email that arrives. Read
- 02 Staff status and activity The staff detail page: the presence pill and what drives it, the four tabs, the reporting period pills, job history and availability, and where the same numbers turn up in Reports. Read
- 03 Editing, deactivating and removing staff Deactivating a cleaner and deleting one are not the same thing, and only one of them is safe. What each does to their jobs and their history, and how to get somebody back in. Read
The cleaner app
The phone half of CleanFlo: jobs, checklists, photos, 27 languages and no signal.
4 guides- 01 What your cleaners see A tour of the phone half of CleanFlo: how a cleaner gets in, the five tabs and what each one holds, the anatomy of a job on the list, and what they are never shown. Read
- 02 Starting and finishing a job The loop a cleaner repeats all day: opening the job, starting it, ticking the checklist, adding photos and notes, reporting lost property, and what the finished job tells you afterwards. Read
- 03 Working with no signal Cleaners work in basements and plant rooms, so the app assumes the signal will go. What gets queued, what happens on reconnect, and the few things that genuinely need a network. Read
- 04 The app in 27 languages A checklist somebody cannot read is a checklist that does not get followed. The cleaner app ships in 27 languages and picks one from the phone itself, with no setup from you. Read
Services & pricing
The catalogue every job and quote is priced from.
2 guides- 01 Creating services and add-ons The catalogue every job, quote and invoice line is priced from: creating a service, creating an add-on, what the base price and duration do, and where both turn up later. Read
- 02 Keeping the catalogue tidy Change a price and the question is always what happens to work already booked. The answer differs for jobs, quotes and invoices, and it is worth knowing before you edit anything. Read
Quotes & invoicing
Quote the work, raise the VAT invoice from it, send it, and know when it is paid.
6 guides- 01 Enquiries and the public quote form A public, no-login page where a stranger can ask for a quote, and the inbox those requests land in. This is the step before a quote exists. Read
- 02 Quoting for work A quote is priced work you have offered and not yet won. This covers building one, the five states it passes through, and the one conversion CleanFlo offers when it is accepted. Read
- 03 Raising an invoice The Invoicing screen and its two tabs, raising an invoice from the completed jobs CleanFlo has already gathered for you, the invoice form field by field, and how invoice numbers are made. Read
- 04 VAT and line items An invoice line is a description, a quantity, a unit price and a VAT rate, and the total is just those multiplied out. Here is the arithmetic, and what changes if you are not VAT registered. Read
- 05 Sending and chasing an invoice Getting the invoice to the client and knowing when it has been paid. Overdue is calculated, not set, and recording a payment is one click with nothing to fill in. Read
- 06 Bank details and invoice branding Setting up the bank details every invoice carries, the payment reference that makes a BACS payment traceable, and the template, accent colour, logo and footer that make it look like yours. Read
Stock & equipment
Chemicals, consumables and PPE, and the machines your cleaners take out to jobs.
2 guides- 01 Tracking stock How the Inventory screen tracks chemicals, consumables and PPE: the columns, the category filters, the per-item minimum threshold, the four stock statuses and the CSV export. Read
- 02 Equipment and machines The Equipment register answers one question: who has the machine. It tracks condition and a maintenance history too, and it deliberately does not schedule servicing for you. Read
Health & safety
Risk assessments on the 5×5 matrix, incidents, audits and the compliance score they feed.
4 guides- 01 Writing a risk assessment How to build a hazard register in CleanFlo: the 5×5 likelihood and severity matrix, the two scores every hazard carries, the review date, and printing the A4 document for a client. Read
- 02 Logging an incident Something went wrong on site and it needs writing down while it is fresh. The Log Incident form, the four severities, and why an open incident keeps pulling your score down. Read
- 03 Scheduling and completing audits An audit in CleanFlo is a dated commitment to check something, not a checklist. Here is how to schedule one, how it goes overdue on its own, and what that does to your score. Read
- 04 The compliance score The number on the dashboard is not a mood. Four things take points off it, each with its own arithmetic and its own cap, and knowing which one is costing you is how you move it. Read
Reports & data
Where the money went, who did the work, and how to get it out as a CSV.
2 guides- 01 Reading your reports What each of the eight Reports tabs answers, how the four fixed date ranges behave, why there are no comparison figures, and what the printed six-section document contains. Read
- 02 Getting your data out Every CSV CleanFlo can produce: the seven from Reports with their headers, the per-screen exports from Clients, Invoicing, Inventory and Equipment, and Settings, Data Export for the lot. Read
Messages & alerts
Talking to the team inside CleanFlo, and everything that sends automatically.
2 guides- 01 Messaging your team Messaging inside CleanFlo attaches to the business rather than to somebody's phone. Channels, direct messages, what a cleaner sees, and what a WhatsApp group eventually costs you. Read
- 02 Notifications and alerts The bell and the activity feed behind it, the four filter tabs, turning browser push on, what happens when it is blocked, and every event CleanFlo raises automatically. Read
Settings & account
Company details, security, your data, your bill, and how to reach a human.
4 guides- 01 Your company details The Company tab of Settings: every field, what it changes on your invoices, quotes and client portal, and which settings live on other screens instead. Read
- 02 Your account and security Your own login rather than your team's. What you can change on the My Account tab, why the email address is fixed, and how a cleaner's password actually gets created. Read
- 03 Your data and GDPR Your data sits in the EU, encrypted, and nothing is deleted when a card fails. This covers how to take a full copy of it, and which parts of UK GDPR stay your job rather than ours. Read
- 04 Getting help from a person The Support screen inside CleanFlo: the Help Centre signpost and its search, raising a ticket and following the reply, and the live service check that tells you whether the problem is even yours. Read
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