WindowBossPro Blog — Window Cleaning Software

Window Cleaning Software: The Complete Guide for Window Cleaning Companies

Most window cleaning companies run on a mix of tools that were never meant to work together. A notebook in the van. A spreadsheet of quarterly customers. A phone full of texts with gate codes, quotes and “can you come Thursday instead?” It works when one person does everything. It stops working the first time someone else has to run a route, send an invoice or remember that the house on Maple gets the screens done too.

This guide explains what window cleaning software is, what it should do from the first quote to the paid invoice, and how to tell whether it fits a one-van operation or a company with several crews.

What Window Cleaning Software Is

Window cleaning software is one system that holds your customers, their addresses, the details of the glass at each address, the schedule, the routes, the techs and the money. Instead of copying a customer's name from a text into a spreadsheet, then into a calendar, then into an invoice, you enter it once and every step after that uses the same record. For the short version of how that looks in WindowBossPro, the window cleaning software overview lays out each piece.

What makes it window cleaning software, rather than generic scheduling software, is the job record. A window cleaning job is not just an address and a time. It is a window count, a number of stories, which sides of the glass get cleaned, the extras the customer paid for and how to get around the back of the house. Software built for the trade keeps those details on every job and shows them everywhere the job appears.

Who It's For

Window cleaning software is not only for big companies. The owner-operator with one van, a few ladders and a water-fed pole has the most to gain, because every hour spent on office work is an hour not spent cleaning glass. The software keeps the recurring customers coming due, sends the reminders and collects the payments, so evenings are not spent catching up.

Companies with two, three or more vans need it for a different reason: the information has to leave the owner's head. When a second tech runs a route, that tech needs to know the window count, the sides, the gate code and where to set the ladder without calling anyone. When an office person answers the phone, they need to see the customer's history and next visit. The software is how a growing company keeps working like a small one.

It also covers both kinds of work most window companies do. Residential customers usually run quarterly or twice a year. Storefront customers run monthly or every two weeks. Property managers and businesses with several locations want one bill. A good system handles all three without separate tools.

The Daily Workflow, End to End

Here is how a job moves through WindowBossPro from start to finish:

• Quote. A request comes in from your website form into Form Responses. You build an estimate from your own service list — per window, per screen, story add-ons, hard-water removal — and send it.
• Approved. The customer approves the estimate online. The approved estimate becomes scheduled services on that address, with the window details attached.
• Scheduled. When a cleaning comes due, it lands on the Waiting List, a live map and list of everything that is due. You assign it to a van and a day.
• Route. On the dispatch board you filter by van, auto-route Closest First or Furthest First from the shop, and adjust the order by hand if you want.
• Tech app. The tech logs in with the company login and a personal PIN and sees the day in route order, with navigation, window details and access notes on each card.
• Auto-charge. When the tech taps Complete, the invoice is created and the card on file can be charged.
• Comes due again. A recurring cleaning starts counting toward its next visit, and when the time is up it shows up on the Waiting List again by itself.

Nothing in that chain is retyped. The customer's name, address, windows and price flow from step to step. For a closer look at a single day, see A Day in Window Cleaning Software: Quote, Approval, Schedule, Route, Charge.

Window Details, Recurring Cleanings and Routes

Every job in WindowBossPro carries the number of windows, the stories (1-story, 2-story or 3+ story), the sides (outside only, inside & outside or inside only), extras like screens, tracks and hard-water removal, and access notes such as a gate code, a dog, where to set the ladder and skylights. They show under the address on the lists and on the tech's phone: “28 windows · 2-story · Inside & Outside · Screens.”

Recurring cleanings are set by minimum days between visits — 14 for every two weeks, 30 for monthly, 90 for quarterly, 180 for twice a year. On the Waiting List, pins are colored by status: not due yet, due now, or overdue past a seven-day grace period. One-time jobs such as spring cleans and move-outs sit on the same list.

Routes come together on the dispatch board. A typical setup is one van on residential jobs and one on a storefront route, each with its own order for the day.

The Tech App and the Customer App

The tech app runs in the browser on iPhone and Android and can be installed to the home screen. Techs see their jobs in route order with a navigation button, window details, access notes, Start / Skip / Complete, before-and-after photos and a time clock. On-the-way and arrived texts go out automatically, and crew GPS shows on the office map.

The customer app shows the customer where they are on today's route — “You're stop 12 of 20, the crew is 5 stops away” — on a live map. Customers can request service, sign up for services, update their card, see and pay invoices, and rate and refer. They choose their alerts: the night before, when they are next, and when the tech arrives.

Texting and Billing

Two-way texting lets the office text customers and read their replies in one place, alongside automated reminders and alerts by text and email. Each plan includes a monthly text allowance: 500, 1,000 or 2,000 segments sent and received on Start, Pro and Crew.

Billing covers invoices with line items and sales tax, card on file, auto-charge on completion or on a schedule, online payment from the customer app and past-due follow-up. Property managers and businesses set to Monthly get one statement each month covering every location, with each line labeled by address.

Switching, Pricing and Getting Set Up

Moving from paper or spreadsheets starts with a CSV import of your customers and addresses; every address is placed on the map. Then you add your services, window details and recurring plans. Most owners can have the first route running within a day.

WindowBossPro costs $59, $89 or $199 a month for Start, Pro and Crew, with a 14-day free trial and no credit card. You are never billed per user. It works in the US, Canada, Australia, New Zealand and the UK, and bills customers in their own currency.

The rest of this series takes each topic one at a time. Next up: What Window Cleaning Software Actually Does, From First Quote to Paid Invoice. When you are ready to compare systems, The Window Cleaning Software Buyer's Checklist puts the questions in one place. And for the whole picture, go back to the WindowBossPro window cleaning software page.