Creating services and add-ons

Most cleaning firms already have a price list. It lives in the owner's head, in an old PDF, or at the bottom of a quote sent to somebody in March. The trouble with all three is that nothing else can read them, so every job gets priced again by hand and two clients end up paying different amounts for the same clean.

CleanFlo keeps that list in one place and then reads it everywhere: the Services and Add-ons pickers in the job drawer, the Add from catalogue button on a quote, and the global search. Get it right once and you stop typing prices.

The Products & Services screen

The sidebar item is called Products & Services and the page it opens is titled the same. Everything on it is one table: your whole catalogue, services and add-ons together, ten rows to a page.

The three figures under the header are counts of the whole catalogue, not of whatever the tabs are currently filtering to, so they do not move when you switch tabs. The sort control beside the search offers Name (A–Z), Name (Z–A), Type, Price (low to high), Price (high to low) and Duration (shortest first), and it sorts the whole catalogue rather than the ten rows on screen.

Services and add-ons: the difference

There are two item types and the app treats them as two separate lists everywhere it offers them. A service is the job. An add-on is something bolted onto a job that would not be booked on its own.

The split matters because the job drawer draws them as two separate sections. Put window cleaning in as a service and it will not appear under Add-ons when somebody is booking a house clean and wants the windows doing as well. The type cannot be changed after the item is created, so it is worth pausing over.

Creating a service

Press Add Service and a drawer slides in from the right. The title reads New Service and changes to New Add-on if you press the other side of the segmented control at the top, which is the quickest way to tell what you are about to save.

The footer is Cancel and Create. On an existing item the second button reads Save Changes instead. Saving raises a small confirmation naming the item, and the new row appears in the table straight away, active by default.

Creating an add-on

Same drawer, one field different. Press Add Extra in the header, or press Add-on / Extra on the segmented control, and Est. Duration is replaced by Unit. An add-on is priced per something rather than per hour, which is why the app asks for a unit rather than a length.

A faster way to start: the template library

Typing services in one at a time is one way to build a catalogue. Press Browse Templates, beside Add Extra and Add Service in the header, and a panel opens with 105 ready-written services and add-ons across fifteen categories: domestic, end of tenancy, deep cleaning, commercial, retail, healthcare, industrial, holiday lets, after builders, carpet and upholstery, windows, ovens, gutters and exterior, laundry, and a category of extras that fit almost any job.

Every price and length shown is a starting guide, not a rate CleanFlo has researched for your area, so the price beside each row is a plain number field you can overwrite before you tick anything. Nothing reaches your catalogue until you press the button in the footer, which counts what you have ticked: it reads Add 2 to my catalog once two are ticked, and stays disabled at zero.

A template you have already added keeps its place in the list with a small Added tag beside its name rather than disappearing, so you can carry on browsing another category and add a second batch without losing track of what already went in. What lands in your catalogue is identical to typing the same row in by hand: active by default, and free to edit or retire afterwards exactly like any other item.

How they show up on a job

This is the payoff. Open the job drawer and two sections down from the location you get Services and, under it, Add-ons. Each is a stack of rows, and each row is a dropdown of your catalogue plus a Qty box.

Every option in those dropdowns is written the same way: the name, a middot, and the base price to two decimal places. A service called Deep Clean at £180 reads Deep Clean · £180.00. An item with no price set shows just its name. The first option in the list is always — Select —.

Underneath, Estimated Earnings lists each chosen line with its own total (base price times quantity), tags the add-on rows so they are distinguishable from the services, and lets you add a one-off Additional charge that is not in the catalogue at all. That charge is also marked inc. VAT.

If your catalogue is empty the pickers do not render at all. Instead you get a line of grey text: No services set up yet. Add them in Products & Services. and, for the other section, No add-ons set up yet. Add them in Products & Services. A job cannot be saved without at least one service or add-on on it, so an empty catalogue blocks booking entirely.

How they show up on a quote

Quotes reach the same catalogue through a picker rather than a dropdown. In the quote drawer, under the line editor, Add from catalogue opens a small dialog headed Add Item with three tabs: Services, Add-ons and Products. The first two are this catalogue. The third is your stock list, and it carries a warning that stock prices are costs, not selling prices.

Picking an item appends a quote line carrying the name as the description and the base price as the unit price, with VAT set to 20 if your company is VAT registered and 0 if it is not. From there it is an ordinary line you can edit, so the catalogue sets the starting point rather than fixing the number.