Every contract, every crew, every key — one rota, proven on the doorstep.
Commercial cleaning runs on trust you cannot see from the office. Did the crew actually arrive? Did they clean the right site, with COSHH-listed chemicals, by a DBS-checked team — and can you prove it when the client queries the invoice? Navigare Cleaning puts the rota, GPS-verified clock-in, compliance, photo evidence and billing in a single system, so "we were there and we did the work" stops being a phone call and becomes a timestamped, photographed, signed-off record.
One rota✦GPS-verified · photo-proven✦All-in £119/mo
THE PROBLEM
The crew left at 6am. Can you prove it?
A cleaning round is a fleet of small promises kept out of sight, before dawn, behind locked doors. The contract assumes the work happened; the dispute assumes it didn't. Between a wall planner, a WhatsApp group and a shoebox of timesheets, you cannot answer the only question that matters — what happened on site, and who can vouch for it.
i
"Were they even there?"
A client phones to say the office wasn't done. You have a paper timesheet a cleaner filled in at home on Friday. With no verified clock-in tied to the site, you're refunding goodwill you may not owe — and doubting a crew that may have done the job.
ii
Rotas live in three heads
Maria's off sick, her two sites need covering, and the cover only exists in a text message. A round built on memory and last-minute calls drops jobs the moment one person is unavailable.
iii
Compliance is a finding waiting to happen
COSHH assessments for every chemical, DBS checks for crews in schools and care homes, method statements on file — scattered across binders and inboxes, they fail an audit and put a contract at risk.
iv
Keys go walkabout
You hold keys and alarm codes for dozens of premises. When a cleaner leaves, which keys did they have? An untracked key chain is an insurance exclusion and a liability nobody wants to sign for.
v
Invoicing eats the weekend
Recurring contracts, ad-hoc deep cleans, extra hours, materials charged on — reconciling what to bill from a pile of dockets is a Sunday-night job that still leaks revenue you forgot to add.
vi
Clients want a window, not a phone call
Facilities managers expect to see the schedule, the sign-off and the photos themselves — not wait on hold for you to dig out a docket. Without a portal, every query is your time and your evening.
HOW NAVIGARE SOLVES IT
One system that knows the round — and can prove it.
Built on Odoo Community with our cleaning vertical on top: recurring contract scheduling, a live crew rota, GPS-verified clock-in/out, COSHH and DBS compliance, a key chain-of-custody register, before/after photo evidence with client sign-off, automatic invoicing and a customer portal — all in the all-in monthly price.
The principle: the job is the record. A clean is not "done" because a box was ticked — it is done when the right crew clocked in at the right location, used the assessed chemicals, photographed the result and the client signed it off. That same verified record is what raises the invoice. The office stops chasing proof, because the proof creates itself on the doorstep.
SEE IT WORK
The round, moving in real time.
A clean isn't a tick on a planner — it's a crew arriving at the right address, clocking in on the doorstep, using the assessed chemicals, photographing the result and the client signing it off. Here is exactly how one job travels through Navigare Cleaning, from dispatch to invoice, with the evidence assembling itself as it goes.
01 · Dispatch
The crew on the map, not in your head.
Every contract sits on the rota with its address, window and assigned crew. As the morning runs, you see the team move site to site, drop a GPS pin on arrival, and a progress ring fill as each clean completes. Cover a sick day by dragging a job to a free crew — the round reshapes itself, nobody is dropped.
Live crew positions against the day's scheduled sites
GPS clock-in confirms the right team reached the right address
A progress ring fills as the on-site checklist is completed
Drag-to-cover reassigns a round in seconds when someone's off
Live dispatch — the crew dot travels site to site, a GPS pin drops on arrival, and the ring fills as the clean completes. The round loops through the morning.
02 · Compliance
Every safeguard, ticked before you bid.
The work that wins and keeps commercial contracts is the work nobody sees until something goes wrong. Navigare holds the COSHH assessment for every chemical, the DBS status for every cleaner, the method statement per site and the sign-off per visit — and surfaces what's expiring before it lapses.
COSHH register with MSDS sheets attached per product
DBS check tracking with expiry alerts per cleaner
Risk and method statements stored against each site
An audit pack you can hand a facilities manager on request
Each safeguard ticks in sequence — COSHH, DBS, photo evidence, sign-off — assembling the audit pack a facilities manager can ask for at any time.
03 · Evidence
Before and after, side by side.
The crew photographs the site on arrival and on completion straight from the mobile app. The pair is stamped with the time, the location and the cleaner, then attached to the visit. When a client queries the standard, you don't argue — you show them.
Before/after photos captured in-app, geotagged and timestamped
Tied to the visit, the crew and the contract automatically
Client signs off on the spot, or reviews later in the portal
A standing record that protects you in every dispute
A geotagged before/after pair, captured in-app and attached to the visit — the proof writes itself while the crew works.
04 · The journey
From rota to paid, on one rail.
Every job runs the same track, and each step writes the evidence the next one needs. By the time the invoice is raised, it is backed by a verified clock-in, a completed checklist and a client sign-off — so there is nothing to chase and nothing to dispute. Watch a job travel the rail.
A recurring contract, an extra deep clean or an ad-hoc callout — all run the same rail and arrive at an invoice that's already proven.
05 · Custody
Every key, signed for and traceable.
You hold the keys and alarm codes to dozens of premises — and that is a liability the day you can't say who has what. Navigare keeps a key register: each key issued to a named cleaner, every handover logged, and a clean chain you can produce for your insurer or a client at any time.
One key, one named holder, one signed handover at a time
Alarm codes held against the site, access role-controlled
A leaver's keys flagged for return before their last shift
A complete chain of custody, ready for an insurance query
Store → issued to a named crew → returned, every hop signed and logged — the chain of custody an insurer expects.
06 · Contracts
Recurring contracts that schedule and bill themselves.
Set a contract once — site, frequency, crew, rate — and Navigare generates the visits, fills the rota and raises the invoice on its cycle. Office on weekdays, the gym daily, an end-of-tenancy one-off: each pattern lives on the same engine, so the round and the billing never drift apart.
Daily, weekly, fortnightly or monthly schedules per contract
Ad-hoc deep cleans and extras billed alongside the recurring fee
Automatic invoicing, built for Direct Debit collection (where available)
Materials and extra hours added from the job, never forgotten
One contract engine fans out to every schedule — recurring rounds and one-off deep cleans alike, each generating its own visits and invoices.
07 · Under the hood
A completed visit is never a dead end.
Built on Odoo Community, a signed-off visit flows straight into your commercial documents — a sale order, an invoice, a VAT-ready figure — and the Direct Debit reconciles itself. The customer portal reads the same record the crew created, so the client sees the schedule, the photos and the invoice without a single phone call. Nothing is re-keyed.
Signed-off visit → sale order → invoice → VAT figure, Direct Debit reconciled, and the same record shown in the customer portal — all in one system.
0%
Jobs GPS-verified on arrival
0yr
Evidence & audit retention
£0
Setup fee for pilot operators
0+
Active contracts on the £119 tier
KEY FEATURES
Everything a cleaning firm runs on, nothing it doesn't.
📋
Contracts & rota
Recurring schedules — daily, weekly, fortnightly, monthly — per contract
Live crew rota: who's where today, who covers when someone's off
Drag-to-cover reassigns a round in seconds, nobody dropped
Ad-hoc deep cleans and one-off callouts on the same engine
📍
GPS clock-in / out
Mobile clock-in/out with GPS or NFC tag at the door
Real-time attendance — see who's on site, right now
Verified arrival tied to the site, the crew and the contract
Hours flow straight to payroll and to the invoice
⚗
COSHH & DBS compliance
COSHH register with an MSDS sheet attached per chemical
DBS check tracking with expiry alerts per cleaner
Risk and method statements held against each site
An audit pack ready to hand a facilities manager on request
🔑
Key chain-of-custody
Key register: which key, which named cleaner, which site
Every handover logged — a clean chain for your insurer
Alarm codes held against the site, access role-controlled
A leaver's keys flagged for return before the last shift
📷
Photo evidence & sign-off
Before/after photos captured in-app, geotagged and timestamped
Quality inspections against a per-site checklist
Client signs off on site, or reviews later in the portal
A standing record that settles disputes before they start
💳
Invoicing & portal
Automatic invoicing on each contract's billing cycle
Built for Direct Debit collection (where available) — no chasing
Materials and extra hours added from the job, never forgotten
Customer portal: schedule, sign-offs, invoices, raise a concern
INSIDE THE APP
The rota that knows who's actually on site — and proves the job was done.
This is the dispatcher's morning and the supervisor's sign-off. Every annotation is a no-show caught, a payroll dispute settled, or a contract renewed on evidence.
Mockup · Crew dispatch board
Every crew, every site, clocked in by GPS.
This morning at Brightwork Cleaning — who's where, who's started, and the one who hasn't shown.
app.navigare.space/cleaning/rota
NavigareRotaJobsInspectionsPayroll
①"GPS ✓ 06:58" is proof, not trust. Each crew clocks in from the actual site — you bill the client and pay the cleaner on verified times, not on what a paper timesheet claims.
②The no-show surfaces in minutes, not at the client's angry call. Elmwood Surgery's 07:00 has no clock-in and pulses red — you find out while you can still fix it.
③The fix is one tap away. Navigare already knows Aisha is free and offers the reassignment — the gap is covered before the client ever notices.
Mockup · Shift & inspection
Actual times, before/after photos, client signature.
The Northgate Offices shift, closed out — geofence-verified, scored, photographed and signed.
app.navigare.space/cleaning/inspection/SHIFT-7741
NavigareRotaInspectionsPayroll
①Actual beats scheduled, and the gap is logged. 2h 07 against a 2h booking, geofence-verified — payroll and the client invoice both run on what really happened, so "we were only there an hour" arguments end.
②Before/after photos are timestamped evidence. When a client queries the standard, you have the reception at 07:05 and 09:08 on file — disputes become a two-second look, not a he-said-she-said.
③The client's signature closes the loop. A 4/5 score with the exact niggle noted, signed on site at 09:12 — that's a renewal conversation backed by a record, not a hope.
WHO IT'S FOR
Built for the owner-run cleaning firm, not the national.
◇
Commercial & office cleaning
Daily and out-of-hours rounds across offices, retail and industrial units. Recurring contracts, verified attendance and a clean compliance file for every bid.
◇
Specialist & regulated sites
Schools, surgeries and care homes where DBS checks, COSHH and method statements are not optional. Surface what's expiring before a contract is at risk.
◇
End-of-tenancy & deep cleans
One-off jobs with before/after evidence the agent and tenant both sign off — billed on completion, disputes closed before they open.
◇
Growing crews juggling keys
Twenty cleaners, sixty sites, a board of keys and alarm codes. The point where memory stops working and a tracked register starts paying for itself.
"The first time a client said 'were they even there?' — we just sent the photos."
"We were running thirty office contracts off a wall planner and a WhatsApp group. Within a fortnight on Navigare the crews were clocking in on the doorstep, the before/after photos landed against each visit, and the invoices raised themselves. The first disputed clean, we sent the timestamped pin and the photos — no refund, no argument. It paid for itself that month."
— Pilot operator · commercial cleaning firm · Slough & South Bucks
NEW · RIGHT TO WORK
Right to Work checks that establish your statutory excuse.
Under the Immigration, Asylum and Nationality Act 2006, since 13 February 2024 the civil penalty for employing someone without the right to work is £45,000 for a first breach and £60,000 per worker for repeats. The only defence is a correct check, done at the right time and provable. Navigare records every one.
Real screenshot — Right to Work register, live Navigare tenant.
✦List A vs List B outcomes — a continuous right needs no follow-up; a time-limited right is tracked to expiry.
✦Online share-code or manual document check, with the share code stored against the worker.
✦Automatic follow-up date for time-limited rights, with reminders before it lapses.
✦Statutory-excuse flag that only turns green when the outcome and an evidence document are both on file — and the whole record is audit-logged, so it can't be back-dated.
NEW · EMPLOYERS' & PUBLIC LIABILITY
The cover that has to be in date, tracked before it lapses.
Employers' Liability insurance is compulsory under the Employers' Liability (Compulsory Insurance) Act 1969, and a lapsed certificate is a fine waiting to happen. Navigare holds every policy — EL, public liability, professional indemnity — with its cover amount and expiry, flags the firm as non-compliant the moment EL runs out, and reminds you before any policy expires.
Real screenshot — company insurance register (EL + PL), live Navigare tenant.
✦Every policy in one register — Employers' Liability, public liability and professional indemnity, with insurer, policy number and cover amount.
✦EL compliance flag — the firm is marked non-compliant the moment a valid Employers' Liability policy is missing or expired.
✦Expiry tracked — each policy carries its in-date status and days-to-expiry, computed and stored.
✦Renewal reminders — a cron warns 30 and 7 days before any policy lapses, the same way DBS and COSHH reviews are chased.
Cleaning Services — £119/month, all-in.
Software, hosting, hourly off-site backups, UK accounting and support — included. Up to 60 active contracts, 20 cleaners, one office: the rota, GPS clock-in, COSHH and DBS compliance, key custody, photo sign-off, automatic invoicing and a customer portal. Fourteen days free, no card. You'll be running a verified round the same week.
