If you manage offices, a property, a hotel or a chain of shops, you already know that the cleaning itself is rarely the problem. The problem is that you cannot see it.
Someone comes at six in the morning. You arrive at nine. If the third floor was skipped, you find out when a colleague complains, not from your supplier. If a contractor left a mess in a stairwell, nobody documented it, so the discussion about who pays for it happens six weeks later with no evidence on either side.
Here is what to require from a cleaning supplier so that stops happening.
1. Attendance you do not have to take on trust
You should be able to see that someone was on site, at which address, and for how long. Not a monthly invoice line saying “cleaning, 42 hours”. Hours attached to a date and an address.
This is also what makes a price argument solvable. When hours are documented per site, you can compare cost against what a site actually consumes instead of negotiating in the dark.
2. Photo documentation, by site
Before and after photos are standard in construction and should be standard in cleaning. For a business customer they are worth more than for a household, because you are usually not the person who was there.
What matters is that the photos are attached to the specific visit at the specific address, not sent as a lump of images in an email you will never find again.
3. Issues reported the day they are found
Cleaners are in your building more often than almost anyone. They see the leak under the sink, the broken door closer, the damaged floor tile, the bin store nobody is emptying. That information is genuinely valuable to you — if it reaches you.
Require that findings are reported with a photo, a note and a date, and that they land somewhere you can search later. Most of the value of a cleaning contract that is well run is in this line item.
4. One place for every address
The moment you have more than two sites, email stops working. You need every address, every visit, every photo and every reported issue in one list you can filter, so that answering “when was the canteen last deep cleaned?” takes ten seconds rather than an afternoon.
5. Data handling that survives a GDPR question
If your supplier passes staff names, access codes and contact details around in a WhatsApp group, that is your exposure as well as theirs. Ask how access information is stored and who can see it.
How we do it
We clean offices, staircases, shops, hotels and construction handovers in Copenhagen, and we built our own platform, ServiceTrack, to run it.
Business customers get one login covering every address we clean for them: the bookings for each site, the team assigned, before and after photos of each visit, and any issue our team found written up with a photo and a date. Your facility manager can look at one screen instead of chasing four inboxes.
Our own teams see only what the job requires — address, time, service, access instructions — which is what keeps the arrangement clean under the GDPR for both of us.
If you are responsible for cleaning across more than one address in Copenhagen and want to see how it looks in practice, write to support@homecleancph.com and we will show you a live example.
