New-account setup guide
Commercial Cleaning Account Setup Checklist: From Approved Bid to First Service
An approved proposal is not the same thing as a ready account. Before recurring service begins, the company needs a confirmed scope, route, schedule, access plan, supplies, staff assignment, inspection method, and client communication process. This checklist keeps the first shift from becoming the setup meeting.
What to take from this guide
- Treat account setup as a separate step between approval and recurring service.
- Make access, staffing, supplies, equipment, and client responsibilities explicit.
- Use the first-service review to catch scope or route problems before they become recurring complaints.
Create the account record
Capture the client name, facility address, contacts, approved proposal, scope, start date, service days, service window, price, billing terms, and renewal or review notes. Keep the record tied to the version the client approved.
Add an area list and a simple route. The goal is to make the account understandable to the supervisor and cleaner without reopening the entire sales process.
- Approved scope and proposal
- Facility profile and area map
- Contacts and communication preference
- Start date, schedule, service window, and billing information
Make access and client responsibilities ready
Confirm keys, badges, alarms, escorts, parking, elevators, loading access, storage, water, drains, and waste routes. Record who provides each item and what happens when access is unavailable.
Make client responsibilities visible: clearing desks or aisles, supplying paper products, providing orientation, moving inventory, approving restricted access, or identifying areas that remain client-maintained.
- Entry and security process
- Storage, water, waste, and equipment locations
- Client-provided supplies or site support
- Blocked-area and missed-access procedure
Assign people, supplies, and equipment
Assign a supervisor and service team, then confirm that they understand the route, tasks, frequency, priorities, and escalation contact. Verify the tools, machines, consumables, PPE, and account-specific items are ready before the first visit.
Do not count an item as ready just because it exists somewhere in the company. It needs to be available, usable, and appropriate for the account’s floor, access, storage, and service window.
- Supervisor and cleaner assignment
- Training or site orientation
- Consumables, tools, machines, and PPE
- Equipment storage, charging, and replenishment plan
Plan inspection and client communication
Decide how the first service will be inspected, what the client will be told after the visit, and where exceptions will be recorded. Set a date for the first review and decide who can approve a scope or schedule change.
A short first-account review can reveal an incorrect assumption about room count, access, floor condition, staffing time, or supplies. Record the change and communicate it instead of letting the account drift into an unpriced version of the work.
- First-service inspection method
- Client update and issue-reporting channel
- Open setup item owner and due date
- Scope, schedule, or price change process