Dozens of clients. One organised billing system.
Cleaning is a volume business, many clients, recurring jobs, multiple staff, and invoices that go out like clockwork every month. Heftli helps you track who worked where, for how long, and invoice every client accurately, without a single hour of manual admin.
Staff log
Sara M., 3 hrs
Office cleaning · Client: Treuhand Huber AG
Team total
127 hrs logged
This month · 8 staff · 35 clients
Invoices generated
35 invoices
CHF 18,400 total · QR-Bill on each
Service rate
CHF 40/hr
Office cleaning, from services catalog
01Monthly invoicing takes an entire day
At the end of every month, you sit down with the staff timesheets, the client list, and a blank invoice template. You transfer hours manually, calculate amounts, create a PDF, and send it to 30 clients one by one. By the time you're done, half the day is gone.
02You don't know which clients have paid
You sent invoices on the 30th. It's now the 18th of next month. You have four bank statements to check against the client list. You've been paid by most, probably. But you're not sure. And you don't have time to find out.
03Staff hours are tracked on paper or WhatsApp
Your cleaners text you their hours. Or fill in a paper sheet you collect on Fridays. You re-enter everything into a spreadsheet. When hours don't match, you have to call the cleaner to clarify. The whole process is fragile, manual, and slow.
From first clean to paid invoice, organised and automatic.
New client: one-time setup in Heftli
When you take on a new client, you create their record in Heftli: name, address, contact, and the services you provide for them, 'Office Cleaning 3x/week', 'Monthly Deep Clean', 'Window Cleaning'. This record stays forever. Every future invoice pulls from it. You set it up once and never touch it again.
Staff log their hours as they work
Each cleaner has their own Heftli login. After each job, they log their time directly in the app: 3 hours, Office Cleaning, Client: Treuhand Huber AG. No paper timesheets, no WhatsApp messages, no Friday collection rounds. Every hour is recorded digitally, attributed correctly, and immediately visible to you in the management view.
End of month: invoices generated from time logs
On billing day, you open Heftli and see all time logged by all staff, organised by client. For each client, you review their hours, select the service rates from your catalog, and generate the invoice. A professional PDF with your company logo and a Swiss QR-Bill is ready in under two minutes per client.
Invoices sent, payments tracked automatically
You send all invoices by email from Heftli in one sitting. Each client receives a professional email with their invoice attached. As payments arrive, you mark each invoice as paid. Your outstanding balance view shows exactly which clients still owe you, and which are reliably on time.
Running a cleaning company means managing people as much as clients. Heftli keeps both organised.
Team Time Tracking
Every team member's hours, in one place, organised by client.
Team collaboration in Heftli gives every staff member their own login with appropriate access. Cleaners log their own time against the right client after each job. Managers and owners see all team time logs in a central view, filterable by person, client, or date. This eliminates paper timesheets, reduces disputes about hours, and gives you accurate data for every client invoice, automatically.
A Zurich cleaning company with 8 staff members uses Heftli to track all hours. Staff log time on their phones after each job. By billing day, 240 separate time entries are already organised by client in Heftli. The owner generates 35 client invoices in under 2 hours, down from a full day of manual work.
Customer Management for Recurring Clients
Every client relationship, fully documented, forever.
Heftli's customer management keeps a complete record for every client: contact details, billing address, service agreement details (stored as notes), and a full invoice history going back to day one. You can see at a glance how long a client has been with you, what they pay per month, and whether they've ever had a late payment. When a client calls with a question about an invoice, you have the answer immediately.
A cleaning company in Basel has 42 active commercial clients. In Heftli, each client record shows their contact, monthly rate, and every invoice ever sent. When a new accounts payable contact takes over at one of the clients and asks for the last three invoices, the manager re-sends them from Heftli in 90 seconds.
Services Catalog for Cleaning Types
Hourly rates and service packages, set up once and applied consistently.
The services catalog lets you define every service type you offer, 'Regular Office Cleaning (per hour)', 'Post-Construction Cleaning (flat)', 'Window Cleaning (per panel)', 'Deep Clean (per room)'. Each service has a name, unit, and default price. When building a client invoice, you select from the catalog and quantities fill in from the time logs. Consistent pricing across all clients, all staff, every month.
A cleaning contractor in Lucerne offers six service types at fixed rates. They set these up once in Heftli. New clients get quoted from the same catalog. Every invoice uses the same rates. When rates increase annually, they update the catalog once and all future invoices reflect the new price.
01Swiss QR-Bill: professional invoicing standard
Every professional invoice in Switzerland must include a Swiss QR-Bill payment reference. For a cleaning company sending 30–60 invoices per month, generating compliant QR-Bills manually would be a serious overhead. Heftli generates the QR-Bill on every invoice automatically, your IBAN is stored once, the rest happens every time.
02Switzerland's cleaning sector: ~70,000 employees
Switzerland's facility and cleaning services sector is one of the country's largest SME employers. Most cleaning businesses operate with 2–20 staff members and manage between 20–100 recurring commercial or residential clients. Accurate time tracking and reliable invoicing are the two operational areas that most commonly create cash flow problems, and both are solved by Heftli.
03Recurring billing is your business model. Treat it that way.
Unlike project-based businesses, cleaning companies bill the same clients month after month. This predictable revenue stream is a competitive advantage, but only if invoicing is reliable and on time. Late or inaccurate invoices damage client trust and delay cash flow. Heftli makes monthly billing fast, consistent, and professional every single time.
Can my cleaning staff log their own hours in Heftli?
Yes, on the Team plan. Each staff member gets their own login and can log time entries on their phone or any browser. They see only their own time logs; you as the owner or manager see everyone's. All entries are attributed to the right client automatically.
How many clients can I manage in Heftli?
On the Solo plan and above, you can have unlimited clients. The free plan supports up to 5. Most cleaning companies operating at volume will need the Team plan, which also includes team collaboration for staff time logging.
Can I send monthly invoices to all my clients from Heftli?
Yes. On the Solo plan and above, you can send invoices by email directly from Heftli. Each invoice is a professional PDF with your logo and a Swiss QR-Bill attached. You create and send each invoice individually, currently no batch send, but each one takes under 2 minutes.
Does Heftli generate Swiss QR-Bill invoices?
Yes. You enter your business IBAN once in settings. Every PDF invoice includes a fully compliant Swiss QR-Bill payment slip with a unique reference. Clients pay by scanning the QR code with their banking app, fast, error-free, traceable.
How do I track which clients have paid this month?
Every invoice in Heftli has a payment status: Draft, Sent, Paid, or Overdue. When a payment arrives, you mark the invoice as paid. The invoice list shows all statuses at a glance, you can instantly see who has paid and who still owes you, without cross-referencing bank statements.
Can I set different rates for different types of cleaning?
Yes. The services catalog lets you define each service type with its own price per unit. 'Office Cleaning, CHF 40/hr', 'Window Cleaning, CHF 8/panel', 'Deep Clean, CHF 280 flat'. When invoicing, you pick from the catalog and the rate fills in automatically.
What size cleaning company is Heftli suited for?
Heftli is well-suited for sole traders up to teams of about 15 staff (Agency plan). For a 2–10 person cleaning team with 20–60 recurring clients, the Team plan (5 users) covers most needs. For larger operations, the Agency plan supports up to 15 users.
"Billing day used to take me all Monday morning. Now I do all 40 invoices in about an hour. My staff log their own hours, I just review and send."
Placeholder, Cleaning Company Owner
Zurich, Switzerland