From the first enquiry to delivery-ready work. No re-typing between tools, no lost briefs, no missing images. One connected loop from who the client is to what your team is doing tomorrow morning, with a cleaning company client app your customers can check any time.
Every company is the root of its own history. Contacts, documents, projects, bookings, hours and invoices, all on one record, never scattered across folders and spreadsheets.
Every contact you add is a record by default. When you want to let a client log in and see their own jobs, including photos, sign-off reports and upcoming bookings, flip one switch. No separate user admin, no re-entering their details, no invite emails to send manually.
Build branded quotes with line items, one-off or recurring services. Send a public PDF link, capture an e-signature, and move through Draft → Sent → Won. No separate quoting app, no data re-entry when the client says yes.
This is where most tools fall down. The client said yes, and now you usually re-type everything into a project tool. In Xota, one click turns a won quote into a live project, with the brief, images and client already in place. Ready to book in your team.
A project in Xota isn’t just a folder. It’s the live home for delivery: the brief, the image gallery, and tabs for bookings, draft bookings, booking templates, issues, emails and documents. Everyone working on this job knows where everything is.
Won quotes become projects instantly. The brief, images and client all carry over, ready for your team to deliver.
Any contact becomes a portal user by flipping a switch. No separate user admin, no invite flow to manage.
Every project, quote, booking and invoice traces back to the company. Open one client, see everything you’ve ever done for them.
Straight answers on how Xota keeps cleaning clients, sites and projects organised.
Every client in Xota is a company record that holds everything you do for them: contacts, documents, quotes, projects, bookings and invoices in one place. Live and archived tabs keep the list manageable, and each site or contract sits underneath as its own project with a brief, image gallery and its own bookings.
When a client accepts a quote, one click converts it into a live project. The brief, images and client details carry over automatically, so nothing needs retyping, and the project is ready to book straight into the schedule.
Yes. Projects and clients support custom fields configurable per organisation, so you can add fields like a purchase order number, site access notes, alarm codes or any other detail your team needs to see before turning up on site.
Archiving moves a client out of the live list while keeping their full history, contacts, documents and past projects intact, so nothing is lost if the contract restarts later. It’s the recommended way to tidy up your client list once work with a company ends.
Yes. A single client can have as many projects as they have sites or contracts, each with its own brief, team, bookings and documents, while still rolling up to one client record for invoicing and history.
Every booking, every client, every certificate, joined up and live for admins, clients and operatives. Start your 90-day free trial of everything. No credit card, cancel any time.