Tour planning for cleaning companies — contracts running, emergencies fitting in
Trailo plans every tour of a cleaning company in one interface: stairwell, glass, façade, medical-practice cleaning, industrial and special cleaning. Contracts up to 30 days ahead, ad-hoc jobs slotted in seconds, fixed crew per regular customer, before/after photo docs digital.
- ✓Contracts & emergencies in one plan
- ✓Fixed crew per regular customer
- ✓Photo docs directly at the stop
No credit card · With your own jobs · Cancel anytime
No credit card · With your own jobs · Cancel anytime
Recurring contracts, ad-hoc jobs and docs at once
What we hear from cleaning companies.
Juggling contracts with different rhythms
Stairwell every week, glass every two weeks, medical-practice cleaning Wednesday afternoons, special cleaning by phone. Three calendars plus Excel per location — and nobody knows for sure what's up next week.
Ad-hoc calls need immediate dispatch
Water damage, fire damage, mold — the caller wants a commitment in minutes. Until now: dispatcher opens Excel, looks for free crews, calls around. By the time you commit, the customer already has the next provider on the line.
Before/after docs on paper
Damage state, treatment steps, photos, signature — all on cameras and clipboards. Weeks later the insurance or customer settlement becomes a treasure hunt.
Regulars with key responsibility
The medical practice hands over a key to a fixed crew. If someone different comes every Thursday, the key gets asked back — and the customer finds someone new.
A digital planning board turns this into a tidier picture, not a better plan. For routine cleaning at fixed sites that’s enough. Once glass, grounds care, caretaker services and special cleaning come in, the order of stops decides the day, and no planning board calculates it.
Sound familiar? Play with real data — 14 days, no credit card.
How your 15-min demo works
Fast, no obligation, all your questions answered — directly with the founder, no sales team.
1 · Your business
You briefly describe your cleaning routes.
2 · Planned live
We plan a sample tour live in Trailo — you see in minutes how it looks for your case.
3 · All features
Form builder, offline app, recurring contracts, connection to your system — we show everything that matters to you.
4 · Your questions
Pricing, rollout, data protection — all answered directly, no obligation.
Contracts automatic, emergencies in seconds, docs at the stop
Contracts and recurrences up to 30 days ahead
Per customer you set the rhythm: every Wednesday, every 14 days, once a month — or free combinations. Trailo generates appointments up to 30 days ahead and plans them automatically into regionally sorted tours, whether stairwell, glass, medical practice or industrial cleaning.
- ✓Recurring tasks with any rhythm
- ✓Bulk planning up to 30 days ahead
- ✓Fixed and flexible stops mixable in one tour
Slot suggestion in seconds for ad-hoc and emergencies
Type the address, Trailo checks the running tours in the region and suggests a fitting slot instantly. You tell the caller: "Crew 2 will be at your door at 14:15" — instead of "I'll get back to you."
- ✓Address-based suggestion in seconds
- ✓Considers running tours and capacity
- ✓Manual adjustments anytime
Fixed crew per regular customer
Medical practices, offices, private households with key handover want the same crew. Per customer you define the preferred employee — Trailo factors this in automatically. On vacation: substitution in a few clicks, without the system forgetting the customer relationship.
- ✓Fixed driver assignment per customer
- ✓Also possible per individual order
- ✓Substitution logic for vacation and sick leave
Before/after docs in the form builder
Damage state for special cleaning, cleanliness check for stairwell, inspection photos for glass façade — all in the form, filled at the stop. CSV export of answers for insurance and customer billing. For cleaning in food-processing facilities (HACCP environments), completed protocols can no longer be changed and are retained for a configurable period (12–60 months). No more drawers of paper.
- ✓Form builder with conditional logic
- ✓Photo upload, signature, date stamp
- ✓CSV export for billing and reporting
See it in action — 14-day trial with real data, or have us walk you through it in 15 minutes.
Sample calculation: 12 cleaners, 8 vehicles
Hypothetical worked example, not a measured customer result.
- Daily planning time~ €11,000 1 h/day saved × 220 working days × €50/h dispatcher
- Contract setup per month~ €7,200 2 days/month saved × 12 months × €50/h × 6 h — through bulk planning
- Fuel cost~ €4,800 −15 % × €4,000/year/vehicle × 8 vehicles
- More orders accepted+ 2,640 orders +1 order/employee/day × 12 × 220 working days — through immediate appointment commitment on the phone
Note on the calculation: Values are based on route optimization benchmarks and plausible assumptions for a team of 12 cleaners with 8 vehicles, mix of contracts and ad-hoc business. Individual savings depend on order mix, inquiry volume and hourly rates. Plug in your own numbers if you need a reliable forecast.
Specific to cleaning
Does Trailo also work for pure contract cleaning without emergency business?
Yes. If your business is 100 % recurring contracts — stairwells, office buildings, medical practices — you use Trailo for bulk planning of contracts and day optimization. The emergency logic stays off, nothing else changes.
How do we plan water damage or fire jobs without the fixed contracts tipping over?
Contracts sit as fixed recurring stops in the tour. Emergency orders you set as flexible stops — Trailo places them into the free gaps without shifting the fixed dates.
Can we set the same crew to come to key customers?
Yes. Per customer you set a preferred employee or crew — Trailo factors this in automatically. On vacation, override manually.
Can we evaluate glass, stairwell and special cleaning separately?
Yes. Per order type you set a category. In the CSV export of form answers and in the KPI dashboard you can filter evaluations per category.
Your ERP software stays. Trailo connects to your ERP system.
Do you already use your cleaning admin software? Keep it. Trailo runs alongside and takes over route planning and field documentation — no system switch. Connected via native Pipedrive sync and CSV import (all plans) plus Zapier with 7,000+ apps (all plans) and the REST API (from Professional); HubSpot and other CRMs via Zapier.
Plan your first route in 5 minutes
14 days free. With your own jobs. No credit card. Cancel anytime.