Proof of Work: Quality Assurance Software for Cleaners
PROOF OF WORK
Digital Insurance for Every Job You Complete
Photo evidence, digital checklists, GPS-verified time tracking, and client-facing transparency. When a client claims “you missed a spot,” you don’t argue; you show them the timestamped proof.
The "You Missed a Spot" Problem
Your crew finishes a perfect 3-hour deep clean. Client arrives home hours later. Days later, they email: “The floors weren’t mopped.” The floors WERE mopped—but you can’t prove it. Average dispute costs $75-150 to resolve. That adds up to $2,700-$14,400 in annual lost revenue.
Argue with Client
Costs time and the relationship. Client feels unheard and leaves a bad review. You lose the argument even when you’re right because you have no evidence.
Send Crew Back
Costs 2-3 hours of labor ($60-150). Client thinks you admitted fault. Sets a precedent that complaints get free service. Your crew did the work twice.
Offer Partial Refund
Costs $50-200 per incident. Sets a terrible precedent—now every complaint expects money back. Trains clients that complaining equals discounts.
Give Full Refund
Costs entire job revenue ($200-500). You worked for free. Staff still needs to be paid. You literally lost money on a job you completed perfectly.
THE SOLUTION
Transform "Trust Us" into "Here's the Proof"
CleanerHQ’s Proof of Work module creates an irrefutable digital record of every cleaning job—before, during, and after. Photo evidence, GPS-verified timestamps, completed checklists, and a client-facing portal that shows exactly what was done.
When disputes arise, you don’t argue. You show them the proof. Case closed in 30 seconds.
See Proof of Work in Action
Watch how your crews capture photos, complete checklists, and create bulletproof documentation in real-time.
Video Coming Soon
How Proof of Work Works
Photo Evidence System
Before photos document existing conditions and protect against damage claims. After photos prove work completion with timestamps. Issue photos capture problems discovered during service. All photos are auto-compressed, CDN-distributed, and linked to job records.
Digital Checklists
Pre-built templates for Standard Cleaning, Move-Out, Post-Construction, and more. Each item tracks who completed it and when. Required items can’t be skipped—jobs won’t complete until the checklist is done. New hires follow the same process as veterans.
GPS-Verified Time Tracking
Clock in/out captures timestamp and GPS coordinates. System verifies crew was at the job address. Auto-calculates duration and breaks. Feeds directly into timesheets, payroll, and job profitability tracking. Proves exactly when and where your crew worked.
Client Transparency Portal
Clients see job summary, before/after photos, completed checklist, and status timeline. Send shareable proof links with invoices. Clients who SEE the work are 40% less likely to dispute, 25% more likely to tip, and 60% more likely to refer friends.
Complete Feature Set
PDF Proof of Work Export
Generate invoice PDFs with photo gallery and completed checklist attached. Perfect for property managers, commercial contracts, Airbnb turnovers, and insurance documentation. Permanent proof that travels with the invoice.
Completion Requirements Engine
Jobs can’t be marked “complete” without proper documentation. Configure minimum photo counts and required checklist items. Owner override available with mandatory reason logging for accountability.
Remote Quality Control
View photos from your office or phone in real-time. See checklist completion as it happens. Verify clock-in times and locations. Catch issues before the client does. Staff accountability without micromanagement.
Training & Consistency
Checklists standardize quality across every crew. New hires follow the exact same process as 5-year veterans. Nothing gets forgotten on complex jobs. Job-type-specific templates ensure the right tasks for each situation.
Legal Protection
In serious disputes—damage claims, injury claims, liability issues—your documentation becomes evidence. Timestamped photos prove property condition. GPS data proves crew location. Audit trails prove standard procedures were followed.
Premium Positioning
When you send invoices with photo galleries, completed checklists, and time documentation—you’re not a commodity. You’re a professional operation that documents everything. That justifies higher rates and builds client trust.
The Business Impact: Real Numbers
| Metric | Without Proof of Work | With CleanerHQ |
|---|---|---|
| Disputes/month | 5-8 | 0-1 |
| Dispute resolution cost | $100 avg | $0 (prevented) |
| Re-clean callbacks | 3-4/month | 0-1/month |
| Manager site visits for QC | 10/week | 2/week |
| Client churn from disputes | 2-3%/month | <0.5%/month |
Annual savings: $6,000-$15,000+ in prevented disputes and re-cleans
Plus: 16 hours/week freed from site visits. Reduced churn. Higher pricing power.
Frequently Asked Questions
Won't this slow down my crews?
No. Total overhead is about 2 minutes per job: clock in (3 seconds), 3-4 before photos (45 seconds), checklist during job (0 extra time—they’re doing tasks anyway), 3-4 after photos (45 seconds), clock out (3 seconds). A 3-hour job with 2 minutes of documentation = 1.1% time overhead. That 2 minutes prevents 30-60 minute disputes, re-cleans, and callbacks.
What if my staff forgets to take photos or complete the checklist?
Built-in enforcement: Visual reminders show photo count and checklist progress prominently. If you enable requirements, jobs literally cannot be marked complete without photos/checklist. Managers can see in real-time which jobs have incomplete documentation. When staff understand that photos protect THEM from false accusations, compliance improves dramatically.
Can clients see everything, or can I control what's visible?
Clients can see: before/after/issue photos, completed checklist, timestamps, and staff names. Clients cannot see: internal notes, GPS coordinates, or override reasons. Only photos explicitly uploaded appear (no auto-capture). The checklist items you define are what clients see. Internal job notes remain completely private.
How does this integrate with invoicing and client communication?
Seamless workflow: Job completed → Generate invoice (one-click, optional Proof PDF attachment) → Client portal automatically updated → Client sees evidence → Review request triggered → Client pays with confidence. Time entries feed labor cost calculations and profitability tracking. Everything connects.
What happens to the data? How long is it stored?
Photos are stored on Vercel Blob (CDN-distributed) indefinitely until deleted. All data (checklists, time entries, GPS, audit logs) stored in PostgreSQL indefinitely. Row-Level Security ensures only your workspace members access your data. Automatic database backups. SOC 2 compliant infrastructure. GDPR deletion requests can be honored.
Have more questions about Proof of Work? Contact our support team at support@cleanerhq.com
PROTECT YOUR REVENUE
Every Job Documented. Every Dispute Prevented.
Stop losing money to “you missed a spot” disputes. Start building bulletproof documentation for every job.
No credit card required • 14-day free trial