WindowBossPro Blog — Recurring Cleanings

Not Due, Due, Overdue: Reading the Colors on the Recurring Window Cleaning Map

A map full of pins is only useful if you can read it fast. The Waiting List in WindowBossPro colors each recurring cleaning by where it stands, so the office can look at the map for ten seconds and know what needs attention today, what can go on this week's routes, and what is still weeks away.

Three Colors, Three Questions

The screen itself is described in The Waiting List: Where Recurring Window Cleanings Come Due. This article is about the colors on it and what to do with each one.

Each color answers a simple question:

• Not due yet — Is this customer covered? Yes. The plan is current and the minimum days have not passed.
• Due now — Is it time? Yes. The minimum days have passed and the cleaning is ready to schedule.
• Overdue — Did something slip? Yes. It has been more than 7 days past due and the cleaning still has not been done.

That is all there is to it. No date math, no “last cleaned” column, no guessing.

Overdue First, Every Time

The overdue color is the one that matters most. It means a customer who is paying for regular service has gone longer than the plan promised. Look for overdue pins first every time you open the map.

Common reasons a cleaning goes overdue:

• A rainy week pushed a whole route back and a few stops never got rescheduled.
• The tech tapped Skip because the shop was closed or the gate was locked, and nobody followed up.
• A new tech missed a stop that was assigned.
• The customer asked to wait and the office forgot to come back to it.

Each one is a quick fix when caught early. Put the overdue cleaning on the next route that passes nearby, or text the customer through two-way texting if you need an answer from them first. Skipped visits are covered in more detail in Handling Skipped Visits on a Recurring Window Cleaning Plan.

Due Now Is Your Raw Material

Due now pins are the work you build routes from. Look at where they cluster. A group of due quarterly homes in one neighborhood is a full day for the residential van. A strip of due storefronts along one road is a morning for the storefront van.

The 7-day grace gives you room to group work sensibly. You do not have to send a van across town the day a single home comes due. You can wait a few days until it lines up with others nearby, and it will still be on time. Once a cleaning is assigned to a van and a day, it moves to the Scheduled List and dispatch board and drops off the Waiting List.

Not Due Yet Tells You What Is Coming

Not due yet pins are easy to ignore, but they are useful for planning. A map with a big wave of homes about to come due tells you spring is about to get busy. A thin map in December tells you to fill the slow weeks with one-time jobs or a push to sell more storefront plans.

They also help when a customer calls. If a quarterly homeowner asks for a cleaning early, you can see that their visit is not due yet and decide whether to fit them in as an extra visit or wait a few weeks.

Short Plans and Long Plans Read Differently

The 7-day grace is the same on every plan, but it feels different depending on the cycle:

• On a 14-day storefront, overdue means three weeks without a cleaning. Act the same day.
• On a 30-day storefront, overdue means more than five weeks. Get it on this week's route.
• On a 90-day home, a week late is barely noticed, but it should still go on the next residential day nearby.
• On a 180-day home, overdue may just mean the customer asked to wait. Check the notes, then text if needed.

Tags help here. Filter by Storefront to check the short-cycle stops first, then switch to Residential or Quarterly.

A Map That Tells the Truth

Spreadsheets tell you what someone typed. The Waiting List tells you what actually happened, because each plan's count starts from the last completed visit. When a tech taps Complete, the pin goes back to not due yet. When nobody gets there, it goes from due to overdue on its own.

For a full look at recurring plans, routing and billing in WindowBossPro, visit the recurring window cleaning software page.