Cleaning specification software

Cleaning specification software for your team

What you quoted is what your cleaners work from. Build the cleaning requirements during the site survey, carry them into the contract and give cleaners the tasks on their phone.

Set out what needs cleaning, where, how often and what the finished result should look like. Keep the equipment and product details alongside the task.

Book a demo See the full PDF example

Site areasTasks and frequenciesExpected outcomesCleaner mobile accessPDF specification

KleanFlo Staff app showing Accessible WC cleaning tasks, equipment, product, required outcome and frequency, with an available-offline label

A cleaning specification should explain the job

"Clean the toilets" leaves a lot to interpretation. A useful specification tells the cleaner which tasks are included, what to use, how often to do them and the finish expected. That helps the office explain the service, a cover cleaner understand the site and a supervisor check the agreed work.

These examples show a finished specification for AJ Harper Solicitors in the office system, on the Staff app and as an eight-page PDF. The mobile screen shows the Accessible WC tasks; the office and PDF examples show the wider site.

New to writing a specification? Our guide to cleaning quotations explains how to define the scope before agreeing the service. You can also download the completed cleaning specification example below.

Where to clean

Organise the site into zones and areas, such as the Ground Floor, Accessible WC, Boardroom, Kitchen and offices.

What to do and when

Give each area its tasks and frequencies. The example PDF includes columns for daily, weekly, monthly, quarterly and periodic work.

What a good result looks like

Keep the equipment, chemical or product and desired outcome with each task, so the instruction includes the expected standard.

The site setup

Give every area a place in the specification

The site record lists the areas being cleaned, their zone, active status and allocated time. In this example, Office 1, Office 2 and Office 3 are separate areas. The PDF groups them together where they share the same tasks.

AJ Harper Solicitors site record listing eight active cleaning areas, allocated minutes and their Ground Floor zone — Eight site areas, including the Accessible WC, meeting rooms, kitchen and three offices.

The office view

See the work, frequency and finish in one place

The cleaning-specification screen brings the zone and area map together with a master task table. The office can see the work included in each area, the equipment and product, the desired outcome and the frequency.

The example groups eight areas into six task groups, with a master list of 37 standard tasks. It shows how the same task can be used across different parts of the building.

Finished KleanFlo cleaning specification showing the Ground Floor area map and master task table with equipment, products, desired outcomes and frequency columns — The office specification includes both the area map and the task detail. Open the image to inspect the full-size screen.

The cleaner's view

Put the cleaning specification on their phone

Our Staff app shows the site, zone, area and task details together. A cleaner can open the area and see the instruction, equipment, product, required outcome and frequency.

For "Empty bin and replace liner", this example shows a waste sack, no chemical and the required finish: "Empty, clean externally and fitted with a suitable liner." The frequency is "Per Visit".

The mobile example is marked "Available offline", so the specification shown has been made available on that device without a connection.

Full phone view of the Accessible WC specification in KleanFlo Staff, including the empty-bin task and required outcome

Full cleaning specification example

Read the complete eight-page PDF

The AJ Harper Solicitors example includes the site details, contract start and issue date, followed by two parts:

Cleaning specification: the tasks for each area, with frequency columns.
Task detail reference: the equipment, chemical or product and desired outcome for each task.

The document explains its frequency key and groups areas with matching tasks, making it a practical reference for the agreed service.

Open the full PDF Download example PDF

AJ Harper Solicitors example, issued 5 October 2026. Eight pages.

Page two of the PDF showing Accessible WC and Boardroom cleaning tasks with daily frequency ticks

The PDF is also available using the open and download links above.

Connect the survey, the clean and the quality check

A specification is useful throughout the contract. Build the requirements during the site survey and quotation, carry them into the contract, then give the cleaner access to the work expected at the site.

Supervisors can check cleaning quality across tasks, areas and zones using our audit and QC tools. When work needs attention, record the issue and follow it through to a corrective action.

Our quote-to-contract handover guide covers the information to carry into a live contract. The commercial cleaning audit checklist helps supervisors check the work against the agreed scope.

Bring one of your own site specifications to a demo. We will show how the areas, tasks, frequencies and standards fit into KleanFlo.

Questions about cleaning specifications

What is a commercial cleaning specification?

A cleaning specification sets out the work agreed for a site: the areas to clean, the tasks, how often they should be done and the standard expected. It gives the customer, office, cleaner and supervisor a clear reference for the service.

What should a cleaning specification include?

Include the site and area details, tasks, frequencies and expected results. Equipment and product instructions help make each task clearer. Our eight-page PDF example shows the area-by-area specification followed by a task detail reference with equipment, chemicals or products and desired outcomes.

Can I set different cleaning frequencies for different tasks?

Yes. The example specification uses daily, weekly, monthly, quarterly and periodic columns to show the frequency of each task. The Staff app example also shows a task marked "Per Visit", so the cleaner can see how often that instruction applies.

Can cleaners see the site specification on their phones?

Yes. Our Staff mobile app shows the site, zone, area and task details. The screenshot on this page includes the equipment, product, required outcome and frequency, giving the cleaner more than just a task name.

Can a cleaner read the specification without a connection?

The phone example is marked "Available offline". A specification that has been made available on that device can be read without a connection. Check that it is available before relying on offline access at the site.

Can I download a cleaning specification as a PDF?

Yes. The office screen includes a Download PDF option. You can open our complete example or download the PDF to see the site details, frequency key, area tasks and task detail reference.

What is the difference between a cleaning specification and an audit?

The specification explains the agreed work and expected finish. An audit checks the cleaning quality. Our cleaning audit software supports checks across tasks, areas and zones, with issues followed through to corrective actions.

Explore the rest of the cleaning workflow

Cleaning quotation software for the site survey and proposed service.
The Staff app for site instructions and scheduled work.
The supervisor app for site visits and mobile follow-up.
Cleaning audits and quality checks for reviewing the finished work.
Commercial cleaning management software for the wider KleanFlo platform.

Show your team exactly what is expected

See your cleaning specification in the office, on the cleaner's phone and as a PDF.

Book a demo