Building cleaning software: CRM for contracts
RegiaPro is building cleaning software for firms that work with property managers: a CRM for enquiries, site surveys and residents’ meetings to follow up, and management software for quotes, contracts, fees in instalments and invoices. In the setup, “Contract cleaning” is already selected: you decide the rest.
Built for more than 50 trades: this one is already set up for yours
Renewal in 30 days
RegiaPro reminds you beforehand
Today in RegiaPro
Example with made-up data
42
Active contracts
+3 this month
5
Renewals
within 30 days
38
Invoices this month
already prepared
Renewal coming up in 30 days
today
Service visit booked for Tuesday
yesterday
This month’s invoices prepared
yesterday
- Free for 14 days, no card needed
- Works in the browser, on your phone too
- Calendar synced with Google and iCloud
- WhatsApp messages already written
- Invoices from your Fatture in Cloud, from the Pro plan
- Public prices, the same for everyone
Type of work
What do you do? If you can’t find yours, the last option is just fine.
What do you need? The basics for building cleaning software: CRM for contracts are already switched on. Switch on what you really need: we’ll pick the plan from here.
Your RegiaPro is ready.
Tap a plan: below you see what is inside.
There is only one price list. Photo galleries come with every plan: if you don't deliver photos you simply don't open them, and the price stays the same. Compare all the plans
What you get with
The menu
An enquiry record
The fields of your trade are highlighted
The stages of the job
Where every job stands, at a glance
A communal cleaning firm lives on long contracts and a handful of property managers who run lots of buildings. You need to know which offer is waiting for the residents’ meeting, which building has its Tuesday visit, which block is behind with its fee. RegiaPro’s building cleaning software keeps it all on one record per building, to check on the landing from your phone or at your desk, and costs from €19.90 a month.
What you’ll find inside RegiaPro: from contract to renewal
One program for clients, service contracts, call-outs and invoices. Tap a card to see how it works.
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One record per client
Calls, quotes, contracts and payments in date order: when they call back six months later, you know at once where you left off.
The Lead module -
Who to call back today
Every morning, the list of people to get back to, with the WhatsApp message already written. It goes from your own number, when you decide.
Follow-ups and messages -
Quotes from your own template
The PDF with your logo, sent as a link: you know when it was opened. If there is no reply, the program brings it back to you after 3, 7, 14 and 30 days.
The quote -
The contract without retyping
It comes from the accepted quote, with the details already in, and comes out as a PDF ready to sign. From the Pro plan.
Which plans include it -
Fees and renewals
The contract with its frequency and renewal date: the draft invoice for each period gets ready on its own. From the Pro plan.
Contract management -
On-site call-outs
Each call-out with its address; the travel cost is worked out on the real route.
The costs of each job -
Deposit, balance and invoice
Deposit and balance are recorded separately, each with its own date. The invoice comes out of the record with numbering that carries on by itself: from the Pro plan, with the XML file from the Studio plan.
The plans compared -
The calendar you already have
Appointments and jobs in your phone’s calendar: RegiaPro connects to Google Calendar and iCloud.
The connected calendar -
What is really left
A job’s costs come off that job, the business costs off the year: in December you know what is left, not just what came in.
The figures of each job -
From your phone, on site
It works in your phone’s browser: open the client’s record and attach photos and documents, up to 15 MB each.
How it works
RegiaPro up close: the real screens
This is what the program looks like inside. Sample data: the clients, the jobs and the amounts are made up.
Communal cleaning: which firm this software and CRM is built for
RegiaPro suits the communal cleaning firm where the owner still does the work, with a few employees or a partner, and wins contracts mainly through property managers. These are the jobs they handle most often.
Stairs and entrance halls every week
Washing the steps, dusting handrails and letterboxes, the front door glass: one or two visits a week for each building, always at the same time.
Courtyards, garage ramps and recycling bins
Garage ramps, outdoor areas, putting the recycling bins out on collection days, with the keys to the bin store kept close at hand.
The dental practice inside the building
The dental practice on the first floor sees the tidy stairs and asks you for a quote: one more client at the same address.
Cleaning after the facade work and the stairwell’s high windows
Cleaning after the facade has been redone, sanitising the lift car, the high windows in the stairwell: jobs with their own price and their own day.
The scrubber-dryer is yours, property managers and fees are RegiaPro’s
Detergents, scrubber-dryers and organising your people stay your field. RegiaPro takes care of the paperwork: the CRM remembers property managers, site surveys and offers waiting for the residents’ meeting, and the management side prepares quotes, contracts, fee instalments and invoices.
The first records: the buildings you clean today
Create a record for each building you look after today, with the property manager as the contact, the address and, in the notes, the visit days and where the keys are. You add new enquiries as soon as they arrive. Further on you’ll find a comparison with programs that organise staff and shifts.
CRM for building cleaning: property managers, site surveys and residents’ meetings
For a communal cleaning firm, the client who decides is the property manager, and behind them the residents’ meeting. Here are six moments when a contract slips away, and what RegiaPro puts in your hands.
The same property manager, forty buildings
They call you about “the one on Via Verdi”, and you look after three on that street.
With RegiaPro you give each record the building’s name and add the property manager’s phone number: search for that number and all their buildings come up.
The offer for the stairs is waiting for the residents’ meeting
The meeting is in a month, and in the meantime your proposal gets mixed up with the others.
With RegiaPro an offer you’ve sent doesn’t get forgotten: three days later the building reappears among the clients to follow up, and comes back at gradually longer intervals for about a month.
The site survey with floors, lifts and glazing
Stairwells, floors, lifts, metres of glazing: if you write them on a sheet of paper, you can’t find them when it’s time to price.
With RegiaPro the measurements go in the record’s notes and the photos of the common areas stay attached.
Invoice the building, not the property manager
The property manager writes, the property manager signs, but the invoice goes to the building with its own details.
With RegiaPro you link the building on the record as the billing party, separate from the contact who calls you.
The lad who helps you with the high windows
For the high windows you call in a day-rate helper, and at the end of the year you don’t know what that building cost you.
With RegiaPro their name and pay sit on the job record, and the Report includes them in the figures.
Which property manager brings you buildings to clean
Word of mouth between agencies, flyers at the porters’ lodges, your website: you don’t know which route brings the buildings that pay on time.
With RegiaPro you define the sources yourself, and the Report tells you how much you’ve received from each.
Building cleaning contract: from site survey to signature, step by step
A communal cleaning contract goes through a site survey, an offer, a residents’ meeting and a signature. We follow it inside RegiaPro from the first enquiry to the invoice. The building, the property manager and the figures are imaginary, chosen to make the example concrete.
The case: the building at Via dei Gelsi 14
On 3 September the property manager Laura Conti sends you an email: a building on Via dei Gelsi, three five-storey stairwells, twenty-four flats, two lifts, a glazed entrance hall, the courtyard and the garage ramp. The current firm ends its service at the end of October, and the residents’ meeting is set for 8 October.
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The record for the Via dei Gelsi building
From your phone you open the record with Laura’s details, call it “Condominio via dei Gelsi 14”, pick the source “property managers” and set the date to the first expected day of service, Monday 2 November. In the notes you book the site survey, Tuesday 8 September at 6 pm, and then link the building as the billing party, with its tax code and address.
Try it for 14 days -
The site survey of the three stairwells
On 8 September you walk the stairwells with Laura and photograph the entrance hall, landings, glazing and ramp: the photos go on the record. In the notes you add the measurements that matter for the price, the bin collection days and “meter room key from the caretaker”.
Try it for 14 days -
Two offers: stairs once or twice a week
On 10 September you prepare the first offer: €6,240 a year, that is €520 a month, with the stairs washed once a week, the entrance hall twice, the front door glass every week and the stairwell windows every three months. The price is the only line on the PDF; frequencies and items you explain in the note printed below. For the version with the stairs twice a week you change the figure to €8,640 and create a second offer, with its own number; the first one doesn’t change. Laura forwards them to the residents for the meeting.
The quote from your template -
The 8 October meeting and the cleaning contract
On 8 October the meeting chooses the €6,240 offer. With the Pro plan you prepare the contract from the record, starting from your “Communal cleaning contract” template: twelve months’ duration, frequencies, products supplied by the firm, work finished by 10 am, extra jobs to be quoted separately. RegiaPro fills in the start date, total, deposit and balance, and takes the building’s name and tax code from the billing party. Laura signs by hand in her office, and you attach the scan.
The contract, from the Pro plan -
First month, eleven instalments and the first stair wash
On 20 October the building pays the first month in advance, €520, by bank transfer: it becomes the record’s deposit, and the record moves to “Confirmed”. The remaining €5,720 becomes eleven instalments of €520, from December to October, each with its expected date. On the record you add the time for 2 November, 7:30 am to 10:30 am; with Google Calendar or iCloud linked you’ll also find that first visit among the appointments on your phone.
Invoices and payments in the plans -
The meter room key and the message to residents
In the important note you write “get a copy of the meter room key made”: RegiaPro turns it into a reminder for 26 October, a week before you start. On 30 October, from the record, you open your WhatsApp text for the start of service, add “please keep the entrance hall clear on Monday morning” and send it to Laura, who passes it on to the residents.
Follow-ups and messages -
Detergents, high windows and the invoice to the building
Under the building’s out-of-pocket costs you log detergents and bags for the year, €310; on the same record you note the helper who does the high windows with you and the €180 you owe them. The invoice for the whole contract, from Pro upwards, comes from the record: €6,240, made out to the building and numbered after the last one this year. You tick off the instalments as the transfers come in.
Invoices and payments in the plans
The year’s figures at Via dei Gelsi
A €6,240 contract: a €520 deposit in October and eleven instalments of €520. The record shows €310 of products and €180 for the helper, and once it’s all added up that building leaves you €5,750, before tax, wages and fuel. Documents issued: two offers, one contract, one invoice.
The Via dei Gelsi building in a table (example with made-up data)
| Date | In the apartment building | In RegiaPro |
|---|---|---|
| 3 September | The property manager sends an email | Record named after the building, source property managers |
| 8 September | Site survey of the three stairwells | Photos of the common areas, measurements in the notes |
| 10 September | Two offers for the residents’ meeting | €6,240 and €8,640 quotes, frequencies in the note |
| 8 October | The meeting chooses the first | Cleaning contract as a PDF, signed at the office |
| 20 October | First month paid in advance | €520 deposit, eleven dated instalments, Confirmed status |
| 26 October | Key to copy | The reminder from the important note |
| 2 November | First visit | Time on the calendar, WhatsApp message sent beforehand |
Stairwell cleaning for apartment blocks: prices and frequency in the quote
Anyone asking for prices to clean a building’s stairs wants to understand how you reach that figure. RegiaPro produces the offer as a numbered PDF with your logo and a total; the reasoning behind it you write in the note, shown in full on the document.
The stairwell measurements that set the price
Number of stairwells and floors, lifts, metres of glazing, courtyards and ramps, distance between water points. You take them at the site survey and keep them in the record’s notes, ready when you write the offer.
How often stairs, entrance hall and windows get cleaned
Once or twice a week for the stairs, more often for the entrance hall, monthly or quarterly for windows and bins. If the property manager wants to compare two schedules, you prepare two separate offers: different numbers, one record.
Building hours and the equipment store
What time you finish by, who opens the equipment store, where you get water. Written in the note, they save you calls from residents on the first Monday.
Bags, products and post-move cleaning: included or extra
Products and equipment, bags, cleaning after moves or building work, sanitising: put down in black and white, they make it clear to the residents’ meeting what it’s voting on.
VAT and the monthly fee the meeting compares
If you charge VAT, RegiaPro works it out from the amount and the figure you gave the property manager stays the same; under the flat-rate scheme the total isn’t touched. In the note you can also show what it comes to per month, because that’s the number the meeting compares.
Office cleaning quotes and building sanitising: the extra jobs
Anyone who cleans an apartment block often gets requests for the offices in the same building or for one-off jobs. In RegiaPro each request becomes its own record, so prices, dates and payments don’t get mixed up with the stairwell contract.
The first-floor office asks for evening cleaning
The dental practice asks for a quote for evening cleaning: you open a record with the practice’s name, choose the company that owns it as the billing party, and prepare an offer with the frequencies in the note. If the owner doesn’t reply, after three days the record shows up among the people to follow up.
The office cleaning contract, with alarm and keys
When the practice accepts, from the Pro plan you prepare a contract with the template you use for offices, different from the building one: evening hours, keys and alarm, bins and toilets, raised floors.
Sanitising the lift after the building work
Once the lift work is finished, the property manager asks for the cars and landings to be sanitised: a new record for the same building, a quote, confirmation and a dated time slot that goes on the calendar next to the regular visits.
Specialist product and a colleague for the sanitising
You log the specialist product under that record’s out-of-pocket costs, and the colleague brought in for half a day under collaborators. In the Report they appear among the outgoings for the month you did the work.
The site survey booked while you’re on a landing
A site survey arranged over the phone and put in your smartphone calendar shows up in RegiaPro among the bookings to decide on, if the calendar is linked: one tap turns it into a job.
Want to see it with your own work?
Fourteen days with the Full plan features, no card needed. Then you decide.
Free photos from Pexels and real screenshots of the software, with made-up data.
Building cleaning software: fees in instalments, invoices and figures
In communal cleaning the money comes in small amounts from lots of buildings, often a few weeks late after the annual accounts meeting. RegiaPro keeps each building’s figures on its own record.
The advance and the building’s fee instalments
One deposit per contract, with the date and method of payment; the rest in instalments with the date you expect each transfer. When it arrives you tick it off, and adding up the records you know how much the buildings you look after still owe.
Common-area cleaning and extra jobs, kept separate
The common-area fee sits on the contract record; sanitising and post-construction cleans have their own records, with deposit, balance and invoice. Search for the building and you find the contract and the extras together, each with its own payments.
The cleaning invoice made out to the building
With Pro the invoice is generated from the building: agreed amount, billing details from the party you linked, the next number of the year, and in January the counter goes back to 1. The PDF carries your logo, and from the Studio plan there’s also the file for Italian e-invoicing.
The year’s cleaning Report
The Report starts from what the confirmed buildings have paid and takes off products and collaborators. Costs that apply to the whole firm, like the van or the new scrubber-dryer, you log on the Costs page.
Screen from the program with test amounts: the costs that don’t relate to a single building, split by category. Detergents bought for one building are logged on that building’s record instead.
Software for building cleaning: staff management, an app or a CRM?
Search for building cleaning software and you mostly get programs for firms with lots of employees. On 14 September 2026 we opened three pages among the top results and two could be read in full: both gave a price, neither had an FAQ section.
| Cleaning company management software | Staff scheduling app | RegiaPro, business software and CRM | |
|---|---|---|---|
| Who it's for | Firms with employees, shifts and regular invoicing to many clients | Firms sending teams to several sites every week | Firms that work with property managers and handle contracts, offers and payments |
| What it handles | Employees and shifts, recurring invoices, buildings, stock, quotes | Staff diary, weekly tasks, job reports, planned and worked hours | Enquiries, site surveys, offers for residents’ meetings, contracts, instalments, calendar, invoices |
| Price | €199 on the page we read | €2.50 a month per licence, paid for a year | From €19.90 a month, published |
| How to try it | 30-day trial | Free demo | 14 days with the Full plan active |
It’s the right program for your cleaning firm if
- you work with a few property managers who trust you with several buildings;
- your problem is getting offers to the residents’ meeting and transfers into your account;
- reading the price on the website is enough for you to decide whether to try it.
What you get straight away for your buildings
- one record per building with property manager, billing party, photos and measurements;
- numbered PDF offers and, with the Pro plan, contracts and invoices;
- dated fee instalments, a linked calendar, WhatsApp texts for property managers.
How to start: three steps, no card needed
You sign up, try it on your real work, and only decide at the end.
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Sign up in a minute
Your name, your business name and your email. We don’t ask for a credit card: access starts when you confirm your email.
Start the trial -
Set it up for your trade
Menus, record fields and job stages speak your language. You connect the calendar you already use.
Choose your trade here -
Try everything, then choose
Fourteen days with the Full features. At the end you choose a plan, or you stop: nothing renews on its own.
See the plans
How much RegiaPro’s building cleaning software costs
Public, final prices. For a communal cleaning firm, three plans and the trial are what matter.
Start for residents’ meeting season: €19.90 a month
€199 if you pay annually. A client book with no limit on buildings, follow-ups, WhatsApp texts and up to 10 offers a month, handy in the months of residents’ meetings. Contracts and invoices are included from Pro.
Pro for building cleaning contracts: €34.90 a month
€349 if you pay annually. Cleaning contracts filled in from placeholders and automatic invoice numbering, made out to the buildings that pay you. It’s the plan for people who live on contracts.
Studio with e-invoices to buildings: €59.90 a month
€599 if you pay annually. It adds the XML e-invoice and the annual invoice bundle for whoever does your books.
Fourteen days’ trial on your next building
Fourteen days using the whole of Full, without leaving any payment details. Access opens by itself as soon as you confirm your email; then you choose at your own pace.
Full, at €44.90, is for people who deliver photos and videos; the pricing page compares every item.
Why you can trust it: your data stays yours
What matters before you put your clients into a new program.
Your data stays in Europe
On servers in Europe. Each business sees only its own data: the database itself enforces the separation.
If you stop, your data stays yours
The account goes read-only and nothing is deleted unless you ask. We send you a copy in a readable format.
Prices written up front
A public price list, the same for every trade: you can read it on the pricing page before you sign up.
You talk to a person
Born in a studio in Tuscany, not in an office. Write to info@regiapro.it or use the contact page.
FAQ for communal cleaning firms
How do I prepare the quote for a building’s stairs?
On the building’s record you write the total for the year, and in the quote note you list stairwells, floors, frequencies, windows, courtyard and what’s included. That note appears on the PDF right after the price, and the property manager can pass it on to the residents as it is.
Can I send two offers with different frequencies for the same meeting?
Yes: you change the figure and the note, then create another quote on the building’s record; it gets its own number, and the first stays as it was when you sent it. The meeting votes on two clear documents, and you find both on the building’s record.
How do I make the invoice out to the building and not the property manager?
The property manager remains the record’s contact; you link the building as the billing party, with tax code and address. From the Pro plan the invoice goes to the building, and you can link the same billing party to the building’s sanitising and one-off jobs without typing it again.
How do I tell apart buildings run by the same property manager?
Each building has a record named with the building’s street and number, and the property manager’s number as the contact. Search for the building’s name and you find the building; search for that number and you find all the buildings they’ve given you.
How do I log the fee paid every month?
You log the first payment as a deposit; the rest you split into instalments with the expected date of each transfer. When the payment arrives you tick off the instalment, and RegiaPro shows you what’s still due on that building and on all the ones you look after.
Where do I log products and helpers for a one-off job?
On the job’s record: products bought specially under out-of-pocket costs, whoever helped you under collaborators with their pay. In the Report they come off that month’s takings, with the firm’s other outgoings.
Can I see the week’s jobs from my phone?
Yes, RegiaPro opens in your phone’s browser. By linking Google Calendar or iCloud, confirmed jobs with a day and time appear in the calendar you already use, and a change made there comes back into RegiaPro within a few minutes.
How do I get started with the buildings I already look after?
Add the buildings with a running contract, one per record, with property manager, billing party and the instalments still to collect. You add new enquiries as they arrive, and after the first round of transfers you have the full picture of the firm.
These lines date from 14 September 2026 and only describe features checked in RegiaPro. Via dei Gelsi, Laura Conti and the numbers are made up; the comparison table summarises public websites viewed that day. Notice a difference between the text and the program? Just email info@regiapro.it.
Try RegiaPro on the next building you’re pitching
Pick the next building to pitch to a property manager and follow it in RegiaPro from the site survey to the first transfer: in two weeks you’ll see whether the method saves you phone calls. For fourteen days you work with Full, and then you decide.
Pages for nearby trades: boiler service software, software for cleaning companies, grounds maintenance software. All the other trades are on the who it’s for page.