Walkthroughs booked, keys and codes kept off the phone
Cleaning companies take calls from homeowners, office managers and their own crews, usually while everyone is out on jobs. Reception answers with your greeting, says it is an automated assistant, books the walkthrough and passes anything about damage or money to a person.
From $149 a month. One number, answered at any hour. Stop any month.
The calls you get
"How much for a move-out clean on a three-bedroom?"
It never prices a clean on its own. Your answer says you price by size and condition after a walkthrough, and then it books the walkthrough.
An office manager after nightly cleaning
Words like 'janitorial' and 'office cleaning' ring the owner's phone. A building contract is a conversation, not a slot.
"Your crew broke a lamp"
Damage complaints go to a person. If the caller asks for compensation or a refund, the line says it will not agree anything about money and takes a message. Either way the call summary is there for you.
"Who is working at my place today?"
It does not say who works for you or where they are. Asked who is working today, it says it cannot tell them, and takes a message.
A cleaner calling about her paycheck
On the Office plan, a staff route asks for a four-digit PIN on the keypad before it goes anywhere. Three wrong tries and it takes a message instead.
A client trying to read out an alarm code
Your answer for 'alarm code' asks callers not to say codes on the phone and says the office will call back to set up access.
What you would write down
An example for a company that cleans both homes and small offices.
Routes: the words that reach a phone or an answer
| Route | When the caller says | What it does |
|---|---|---|
| Commercial |
| Rings the owner's phone |
| Keys and codes |
| Reads your answer: please do not say codes on the phone |
| Crew pay |
| Asks for a staff PIN, then rings the office manager |
| Locked out |
| Rings the night supervisor at any hour |
| No-show |
| Rings the scheduling phone |
Answers in your own words
- How much is a move-out clean?
- It depends on the size of the home and how it was left. We price it after a short walkthrough, and the walkthrough is free.
- Do you bring your own supplies?
- Yes, we bring all supplies and equipment. Tell us if you want us to use your products instead.
- Are your cleaners insured?
- Yes. Our cleaners are insured and bonded.
- Do you clean on weekends?
- Homes on Saturdays. Offices any night of the week.
Services it can book
- Home walkthrough30 min
- Move-out walkthrough30 min
- Office walkthrough45 min
Nights and weekends
Office managers call after they get home and notice the trash is still there. Homeowners call on Sunday night to sort out the week. The line says the office is closed, books a walkthrough or takes a message, and the summary is ready in the morning.
Nights are also when commercial crews are working. A crew lead locked out of a building reaches the night supervisor through a route, whatever the hour.
What to book by phone, and what not
Book walkthroughs, not cleans you have not priced. A move-out or a deep clean depends on size and condition, so the line books a short walkthrough and the price comes from you afterwards.
Slots start on the quarter hour and must finish before you close, so a 45-minute office walkthrough is never offered at 4:30 when you close at five.
Move-out cleans and prices by size
Move-out calls pile up at the end of the month, and every one asks for a price. The line only says what you wrote, so write how you price and offer the walkthrough. It books that from your free times.
A landlord or property manager booking for a unit says the address and the move-out date in their own words, and it is all in the call record. The line does not run through a list of questions.
Keys, alarm codes and who is coming
Clients trust you with their keys, so keep access details off the phone. Never put a code or a lockbox number in a written answer: the line reads answers to anyone who asks the right question.
A caller who asks who is working today, or about another client's booking, hears 'I cannot tell you anything about who works here or about somebody else's booking.' Whatever a caller says in a message is kept as text in your console, codes included, so tell clients not to leave them there.
An example call
An example call on a Monday morning. Maple and Main Cleaning and the caller are made up. The call record shows the word that stopped it.
- AssistantThank you for calling Maple and Main Cleaning. You are speaking with an automated assistant. How can I help you today?
- CallerAre your cleaners insured?
- AssistantYes. Our cleaners are insured and bonded.
- CallerGood, because your crew broke a lamp on Friday and I want compensation for it.
- AssistantThat one needs a person, not me. I will not agree anything about money on their behalf. I can take a message. Please say your name, your number, and what it is about.
- CallerKaren Doyle, 555-0187. The living room lamp was broken during Friday's clean. Please call me today.
- AssistantThank you. Somebody will come back to you. Goodbye.
Where it stops
- It does not price a clean. It books a walkthrough or reads what you wrote.
- It agrees nothing about damage, refunds or credits. Those go to a person by design.
- It speaks English, German and Polish. It does not speak Spanish.
- It is not an emergency service. A fire, a break-in or anyone hurt on a job is a 911 call.
Questions owners ask
- Can an AI receptionist give cleaning quotes?
- Not on its own. It reads the pricing answer you wrote, word for word, and books a walkthrough so you can price the job.
- Can it book walkthroughs and estimates?
- Yes. You set the length of each walkthrough, and the line offers three free times in your hours and texts the client a confirmation.
- What happens when a client calls about damage?
- It takes a message for a person. If they ask for compensation or a refund, it says it will not agree anything about money on your behalf.
- Can my cleaners call it about their pay?
- On the Office plan, yes. A staff route asks for a four-digit PIN on the keypad first, and three wrong tries end in a message.
- Does it speak Spanish?
- No. It speaks English, German and Polish, and switches once if a caller starts in one of the other two.
- What does a client get after booking?
- A text with the time, for example 'Maple and Main Cleaning: Thursday at 9:30. Call us back if anything changes.'
Tonight's calls, answered.
From $149 a month.
Set up your line