Relaycairn

AI operations for commercial cleaning & janitorial contractors

Walkthrough bids go quiet. Complaints sit in an inbox. Contracts lapse because nobody owns the follow-up.

We design and build done-for-you follow-up systems for owner-operated commercial cleaning companies, on the email, spreadsheet, CRM and accounting tools you already use. Every outbound message waits for a human to approve it.

Book a 30-minute operations walkthrough See the three systems

Request your walkthrough with the short intake form below. We reply by email to arrange a time.

Three leaks, three systems

These are designed capabilities that we scope and build for your company. They are not packaged software and we are not presenting them as proven results. Thresholds, timing and wording are set with you.

1. Bid and walkthrough follow-up

What happens today

You walk the building, send the quote, and then the next job gets in the way. Follow-up depends on whoever remembers, and a bid that needed one more nudge goes quiet.

What the system does

Once a quote is sent, a timed sequence of follow-up drafts is prepared under the estimator's name. A person approves each message before it goes out. If a bid over a value you set goes untouched, the owner gets a flag.

What the owner sees

A simple view of open bids, who last touched each one, the next follow-up due, and a short list of high-value bids that have had no activity.

2. Missed-service and quality-complaint chase

What happens today

A client emails about a missed service or a supervisor writes an inspection note. It lands in one inbox or notebook, and nobody can say who is handling it or whether the client was ever answered.

What the system does

The complaint or inspection note is logged and the assigned supervisor is nudged. If no resolution is recorded within your window, it escalates to the owner. A client closure message is drafted for a person to review and approve.

What the owner sees

An open-issues list by site and supervisor, with age, status and escalations, so unresolved items are visible before the client raises them again.

3. Contract renewal and rate-review handoff

What happens today

Contract end dates live in a folder or a spreadsheet. Agreements auto-renew at old rates or quietly lapse, because nobody was assigned to look 90 days ahead.

What the system does

Contract end dates trigger reminders 120, 90 and 60 days out. Each reminder comes with a prefilled renewal brief for the owner, assembled from the contract, billing and complaint information held in your tools.

What the owner sees

A renewal calendar with the next expiring contracts, and a one-page brief per contract to support the rate-review conversation. The pricing decision stays with you.

How an engagement works

A scoped build on the tools you already run. Which tools and connections are involved is confirmed during scoping, and we only build what has been scoped.

  1. Discovery walkthroughWe spend 30 minutes on how bids, complaints and renewals move through your company today, and where they stall.
  2. Scoped build on your existing toolsWe build on your email, Google Workspace or Microsoft 365, your CRM or spreadsheet, and QuickBooks where billing or contract data is needed, as agreed in the written scope.
  3. Human-approval gatesOutbound messages to prospects and clients require human approval. You choose who approves and which steps are internal only.
  4. Review and adjustYou run the workflows with your own data and we adjust wording, timing and thresholds before handover.
  5. Handover and documentationYou receive written documentation of what each workflow does, what it depends on and who approves what.

$5,000 – $25,000

Scoping guidance for a done-for-you engagement. Where you land in that range depends on how many of the three systems you want, the tools involved and the state of your current data. The final price is set after the walkthrough, in writing, before any build begins. This is not a guarantee of revenue, savings or time saved.

What we need from you

Keep it light. Most of this is a conversation, not a data dump.

  • An owner or GM who can join the 30-minute walkthrough
  • A rough list of your active contracts and their end dates, even if it is a spreadsheet
  • Where bids are sent from today, and who sends them
  • Where complaints and inspection notes arrive and who handles them
  • Named approvers for outbound client and prospect messages
  • Access to the tools in scope, granted at the minimum level needed

Questions owners ask

What data and tool access do you need?

Only the tools that are in scope for your build, such as your email, Google Workspace or Microsoft 365, your CRM or spreadsheet, and QuickBooks if billing or contract data is needed. We ask for the minimum access required through named accounts, agree the access level in writing before the build starts, and you can revoke it at any time.

Who approves outbound messages?

A person at your company. Every outbound message to a prospect or client, including bid follow-ups and complaint closure messages, requires human approval before it is sent. You decide who the approver is, for example the estimator, the supervisor or the owner.

What happens if one of our tools changes?

Workflows are documented at handover so you can see what each step depends on. If you change or upgrade a tool, a workflow may need to be adjusted. We scope that as a change request or a support arrangement agreed with you, and we do not assume a workflow will keep working unchanged after a tool changes.

Who owns the workflows once they are built?

The intent is that the workflows and documentation built for you are yours to keep. Where possible they are built inside accounts you own, and the ownership terms are written into the scope we agree after the walkthrough.

Request your operations walkthrough

Tell us a little about the company and the follow-up that slips most often. We reply by email from julien@relaycairn.com to arrange the 30 minutes.

By submitting you agree we may contact you about this request. See the privacy policy. We will not send outbound messages on your behalf without human approval.

Relaycairn

Thank you. Your request is in.

We will review what you shared and reply by email to arrange your 30-minute operations walkthrough. If you would like to add anything, write to julien@relaycairn.com.