Home › For property managers
For property managers

Know the work was done before you pay for it

For people who hire cleaning and maintenance vendors and can't be on site for every visit. Here's what to ask your vendors for, and what a vendor who runs on JobTill can send you: photos on each checklist item, reports, one monthly invoice, and a portal where you approve extra work.

What to ask your vendors → I'm a vendor
What you get

What you get from a vendor on JobTill

JobTill is software for the cleaning and maintenance businesses you hire. It isn't something you have to buy. These are the things it lets your vendor send you. Some are settings your vendor switches on, so ask for them by name.

01 · Photo proof

Photos on each checklist item

Your vendor's crew takes the photos on the job, and each photo goes on the checklist item it proves: the floors, the restrooms, the final walkthrough. You're not looking at a loose camera roll.

When your vendor makes photos required, the crew can't close the job until every required photo is in. The office can override, but it has to write down why, and the reason stays on the job.

These screens are the crew's phone. You see the photos through the reports below.

The crew's phone: a cleaning checklist where some items need a photo before the job can close
The crew's phone: before and after photos on a gutter cleaning job
The crew's phone app
02 · Reports

Completion and inspection reports, with photos

Completion reports. When your vendor turns them on, you get a branded report with photos when the job's done.

Inspection reports. Your vendor can run site inspections with a checklist, photos for every finding, and a report at the end. You see the inspection report in your portal.

Both are settings on your vendor's side. Ask for them.

What a report gives you
  • A report with photos when the job's done (completion reports)
  • Photos for every inspection finding
  • The inspection report in your portal
  • A branded report from your vendor
03 · Billing

One monthly invoice, checked before it's sent

Recurring work rolls into one invoice per client per month, and your vendor reviews it before it goes out. For recurring work, your accounts payable gets one bill a month, not one per visit.

You see your vendor's business name and colors on quotes and invoices, with their logo on the invoice.

invoice PDF
An invoice PDF with the vendor's logo, colors, line items and amount due
An invoice PDF from a vendor
04 · Customer portal

A portal for invoices, visit history and reports

You see your invoices, visit history and reports in one place, and approve add-ons, without calling your vendor.

When the crew finds extra work on site, they add it in the field and you approve it before they do it.

customer portal
The customer portal home: balance due, next visit, completed visits and invoices
service history
The customer portal service history, listing completed office cleaning visits by date
The customer portal
Real screens · demo account
What to ask for

What to ask your vendors for

Paste this into an RFP, a vendor agreement or your next contract renewal. It works whatever software your vendor uses, or none.

Vendor requirements: proof of work

  1. Photos of named areas on every visit, each tied to the checklist item it shows.
  2. A completion report with photos after each job.
  3. For inspections: a photo for every finding, and a written report.
  4. Extra work approved by us, in writing, before it's done.
  5. One invoice a month for recurring work, checked by the vendor before it's sent.
  6. A portal or link where we can see invoices, visit history and reports without calling.
  7. If a required photo is missed: who can sign the job off, and is the reason written down?

JobTill does all of this

  • Photos on the checklistPhotos go on the job, attached to the checklist item they prove.
  • Completion reportsTurned on, your client gets a branded report with photos when the job's done.
  • InspectionsSite inspections with a checklist, photos for every finding, and a report at the end, shown in the client's portal.
  • Extra workTechs add extra work in the field; the client approves it before it's done.
  • Monthly invoiceRecurring work rolls into one invoice per client per month, reviewed before it goes out.
  • Client portalInvoices, visit history and reports, and add-on approvals, without calling.
  • Missed photosThe crew can't close the job until every required photo is in. The office can override, but it has to write down why, and the reason stays on the job.

Completion reports, required photos and inspections are settings your vendor turns on.

For vendors

Reading this as a vendor?

Start a trial, or pass this page along to the vendors you hire.

Your clients asking for proof?

Photos on the checklist items they prove, completion reports, a monthly invoice you check before it goes out, and a portal your clients can use. Start a 14-day free trial. No credit card needed.

Start free trial →

Send this page to your vendors

Copy the link and send it to the cleaning and maintenance companies you hire.

Frequently asked

Questions from property managers

Does my vendor have to use JobTill?

No. The checklist on this page works with any vendor and any software. JobTill is one way a vendor can send you all of it.

Do I need my own JobTill account?

Your vendor has the JobTill account. You open the customer portal from the link they send you.

Can I see photos of the work?

If your vendor turns on completion reports, you get a branded report with photos when the job's done. If your vendor runs site inspections in JobTill, every finding has photos, and you see the inspection report in your portal.

Can I approve extra work before it's done?

Yes. When your vendor's crew adds extra work in the field, you approve it before they do it. You approve add-ons in the portal, without calling.

For vendors

Give your clients the proof they ask for

Start a 14-day free trial. No credit card needed.

Start free trial →

← JobTill for commercial & facility services