WindowBossPro Blog — Window Cleaning Software

Window Details on Every Job: Counts, Stories, Sides and Extras

The single biggest difference between window cleaning software and generic scheduling software is the job record. A generic job is an address and a time slot. A window cleaning job is a specific amount of glass, at a specific height, cleaned on specific sides, with specific extras, reached a specific way. Leave any of that out and somebody pays for it, either the customer or you.

The Job Is More Than an Address

If you followed A Day in Window Cleaning Software: Quote, Approval, Schedule, Route, Charge, you saw a tech read “28 windows · 2-story · Inside & Outside · Screens” off the card and get to work without a phone call. That line is the window details. It is short on purpose, and it is the most useful line on the screen.

The Five Things Every Job Records

WindowBossPro keeps these details on every job:

• Number of windows. The count that drives the price and the time on site.
• Stories. 1-story, 2-story or 3+ story, so the right ladder or pole goes on the van.
• Sides. Outside only, inside & outside, or inside only.
• Extras. Screens, tracks and hard-water removal.
• Access notes. Gate code, dog, where to set the ladder, skylights and anything else the tech needs before stepping out of the van.

Those details sit with the job and show under the address on the office lists and on the tech's phone.

Why the Count and the Stories Matter

Most window cleaners price by the window, with add-ons for height. A homeowner who says “about twenty windows” on the phone might have thirty-two once you count the small ones over the garage. If the count is recorded on the job after the first visit, every future quote, invoice and route estimate is based on the real number.

Stories matter for safety and planning. A 3+ story house is not a job for a tech who only has a short ladder on the van. When the stories show on the dispatch board and the tech's phone, the office can send the right van and the tech can plan the setup before arriving.

Why Sides and Extras Matter

Sides cause more callbacks than almost anything else. A customer paid for inside and outside; the new tech cleaned outside only because nobody told them. Or the opposite: a tech spent forty minutes inside a house that only pays for exteriors. When “Inside & Outside” or “Outside Only” is right there under the address, the mistake does not happen.

Extras work the same way. Screens, tracks and hard-water removal are all extra time and extra money. If they are on the job, the tech does them and the invoice includes them. If they live in someone's memory, they get skipped, or done and not billed.

The same goes for the customer who adds screens one visit and drops them the next. When the job record is updated, the next tech sees the change and the next invoice matches it. Nobody has to remember a conversation that happened at the front door three months ago.

Where the Details Show Up

Recording details is only useful if people see them at the right moment. In WindowBossPro, the window details appear:

• On the Waiting List and the scheduled lists, so the office can see the size of each job while planning the day.
• On the dispatch board, so a van is not overloaded with big 2-story inside-and-outside jobs.
• On the tech's phone, under the address on each card, with the access notes.

The access notes deserve their own article: Access Notes in Window Cleaning Software: Gate Codes, Dogs and Where the Ladder Goes.

Getting the Details Right the First Time

The best moment to capture window details is the quote. If you build estimates from a service list priced per window, per screen and with story add-ons, the estimate already holds most of the details. When the customer approves it, the approved estimate becomes scheduled services with those details attached.

The second chance is the first cleaning. The tech counts the glass, notices the skylight or the hard-water stains on the back slider, and adds a note. The office updates the job, and every visit after that is accurate. For existing customers you import from a spreadsheet, plan to fill in details as each customer comes due rather than all in one sitting.

Details Make Every Other Feature Work

Routes, the tech app, invoices and recurring cleanings all lean on the job record. When the window count, stories, sides, extras and access notes are right, everything downstream is right too. See how it fits with the rest of the system on the window cleaning software page.