BarqAI

For commercial cleaning companies

The tech person your cleaning company never hired.

BarqAI connects the tools you already use, puts AI to work on the paperwork and builds the systems that let you take on more sites without the office growing with them.

Tell us where the hours go See the work
Month end, automated
  1. Contractor bill entered in Xero
  2. Rates checked against the agreement
  3. Client invoice drafted
  4. You review and approve

Rate does not match the agreement: email sent to accounts

Where the office hours go

Cleaning companies rarely have a software problem. They have a pile of small hand-offs that someone does by hand, every week, and that get worse with every site you win.

  • Month end is a retyping job

    Contractor bills come in, someone copies them into client invoices, and margins get checked in a spreadsheet when there is time.

  • Contract terms live in PDFs

    Rates, visit days, CPI reviews and end dates sit in signed agreements that nobody opens until a client asks or a renewal is missed.

  • Every new site is admin

    A folder, a client record, a contractor to brief, a spreadsheet row, a welcome email. Done by hand, slightly differently each time.

  • Tools that do not talk

    Leads in the CRM, contacts in the mailing list, jobs in a spreadsheet, files in Drive. Keeping them in step is somebody's afternoon.

  • Quotes start from a blank page

    Hours, frequency and rate worked out again for every walkthrough, so quotes go out late and priced on gut feel.

  • It all lives in one person's head

    The business runs because the owner or ops manager remembers everything. That is the ceiling on how many sites you can take on.

What we take off your plate

Invoicing and margins
Contractor bills and timesheets turned into draft client invoices in Xero or your accounting tool, checked against the agreed rates. You get an alert when a margin slips, not a surprise at the end of the quarter.
Contracts and renewals
Every signed agreement read and its terms put in one place: client and contractor rates, hours, visit days, start and end dates. Reminders go out before CPI reviews and expiries, not after.
New site set-up in one step
One form that creates the client record, the Drive folder, the job card and the welcome email, so a new contract starts the same way every time.
Sales, CRM and quoting
Your CRM synced with your mailing list, follow-ups that do not depend on memory, and quote templates that work out hours and price from the site details.
AI on the paperwork
Inbound emails sorted into requests, complaints and quotes, with replies drafted for you to send. Staff questions answered from your own procedures. Inspection notes summarised into something a client will read.
Systems that hold up as you grow
The spreadsheet that worked at 20 sites breaks at 150. We move you to a set-up that scales, keeping what works and the tools your team already knows.

Recent work

Tech partner to an Australian commercial cleaning company

Since mid-2026 we have been the outsourced tech team for a commercial cleaning company with sites across New South Wales and Victoria and a network of cleaning contractors.

91

signed client agreements read and turned into searchable data

186

client records matched to their files in Google Drive

  • Month-end invoicing in Xero

    Contractor bills entered in Xero fill the matching client invoice as a draft, with rate checks and alert emails. The accounts team reviews and approves instead of retyping.

  • Agreements turned into data

    Signed client agreements read one by one and their terms written into the client database in Notion. Scanned PDFs with no readable text were flagged for a person to check rather than guessed.

  • Every client linked to its files

    Client records matched to their Google Drive folders, and the folders nobody had linked found and listed for clean-up.

  • CRM and mailing list in step

    When a contact's industry changes in Close, the change is sent on to Mailchimp automatically, so the mailing list matches the CRM without anyone updating it twice.

Xero, Notion, Google Drive, Close, Mailchimp, Zapier

How we start

  1. A short call

    Thirty minutes walking through how a job goes from quote to invoice today. No slides.

  2. A written plan

    The few changes that would save the most office hours, each with a fixed price. You keep it whether or not you go ahead.

  3. The first build

    We start with the change that pays back fastest, with weekly updates and a working version early.

  4. Your tech person

    Stay on a monthly arrangement for fixes, changes and the next idea, with one person who already knows your systems.

We work with Xero, QuickBooks, MYOB, Notion, Google Workspace, Microsoft 365, Close, HubSpot, Mailchimp, Zapier and Make, and with most rostering and field service apps that have an API or an export.

Questions owners ask

We are not a tech business. Is this for us?
That is exactly who it is for. You explain how the work runs today in plain words, and we deal with the software. You will not need to learn what an API is.
Do we have to change the software we use?
Usually not. We start from the tools you already pay for and connect them. If something needs replacing, you will hear why and what it costs before anything changes.
What does it cost?
Projects have a fixed price agreed before work starts. Ongoing support is a flat monthly fee. No hourly meter running in the background.
You are in Estonia. Does the time zone matter?
The cleaning company we work with today is in Australia. Calls are booked at times that suit you, and most of the work gets done while you are off the clock.
Who owns what you build?
You do. The code, the accounts it runs on and the documentation are yours, so you are never locked in to us.

Tell us what takes the most office time.

A sentence or two is enough. You talk to Fadel, the engineer who does the work, and get a reply within two working days.

Email contact@barqai.agency