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AliciaCleans's avatar
AliciaCleans
Contributor 2
2 months ago

How Do Cleaning Companies with Large Teams Manage Invoicing Across Multiple Client Billing Systems?

Hi, Esteemed colleagues - 

I run a cleaning company with 20-30 team members working with our organization. I am trying hard to lift up and focus on growing & running business vs. allowing the business to run me (small business owner delimma). I am interested in hearing from those that have successfully rolled out an offshore admin to help to help with scheduling/invoicing etc. What company did you go with and why?

Also, does anyone have any suggestions on how to keep invoicing organized? I work for a lot of General Contractors and most have their own invoice system. Therefore I don't use Quickbooks to bill; however, bill other clients through QB. Therefore, I have been struggling with using one source of truth and curious if anyone else has the same challenge and if they have found a solution?

Appreciate any and all insight!

Thank you,

Alicia Minjarez

ai & operations
cleaning

3 Replies

  • travisshepherd's avatar
    travisshepherd
    Verified Community Coach
    1 month ago

    Congrats on hitting that 20–30 team milestone, Alicia! Moving from working in the business to on the business is a massive step, but these workflow bottlenecks will eat up your time if you let them.

    ​For that GC invoicing headache, the real killer is double data entry. To fix this, you need to establish one operational 'source of truth' so you aren't chasing data in five different places. Here is how I’d look at tackling this:

    ​1. Establish a Dedicated System for Your Operations

    The cleanest move is to adopt a Field Service Management (FSM) software—something like Jobber—to run your daily operations. You schedule the team, track the jobs, and generate the invoice directly in your own system first so your company reports and scheduling stay 100% accurate. When a GC forces you to use their portal, you just treat their portal purely as a payment delivery mechanism. Once they pay, you manually mark it 'Paid' in your system. This keeps your internal business data completely clean and unified, while QuickBooks handles the back-end bookkeeping.

    ​2. Bridge the Gap with an Offshore Admin

    If you combine your internal system with an offshore VA, you can get yourself completely out of the data-entry loop. Before you hire, record a few quick screen-share videos (using Loom) showing exactly how you click through an invoice in your system and how you input it into the GC portals. Hand those videos to your new admin, and let them handle the tedious portal typing while you focus on growth. Look into reputable VA agencies that specialize in administrative support to find the right fit.

    ​Balancing a team that size is huge work, Alicia. Streamlining that workflow is going to give you your time back immediately. You've got this!

  • judithvirag's avatar
    judithvirag
    Verified Community Coach
    1 month ago

    Amazing growth!  As for a VA or office admin help it is challenging when you first hire.  There is a lot of back and forth.  I would evaluate what you can hand off and as you do these tasks document them step by step.  I love Loom - it records your screen and records you giving the instructions.  We have a library of these for accounting, hr, operations etc.  

    As for the invoices if they are separate just have them run into QB and use QB as a main source.  BTW if you hire the right person they can help you with this ;)