The clean isn't done until the photos say so

Every job through the same stages

Write the process down once: enquiry, quote accepted, booked, cleaned, checked, invoiced. Every job moves through those stages, with the customer, the address, the type of clean and the access notes captured where they belong.

Each stage carries its own written instructions, sitting on the step where the work happens. A new cleaner reads what an end of lease clean needs while they are on the job, not in a folder back at the office.

Done means there is proof

Make the after photos and the cleaner's name required on the cleaned stage. A job cannot move to checked until they have values. Try, and it stays where it is, with the missing field named.

Require a checker's name on the checked stage as well, so every job that reaches invoicing has been looked at by somebody other than the person who cleaned it.

When a customer says the oven was never touched, the photos and the names are on the job, with the time they were added.

Quote it, then bill it without typing it twice

Raise the quote off the job, with the GST worked out for you. The customer opens a link and accepts by typing their name, and acceptance can move the job to booked by itself.

Turn the accepted quote into an invoice in one click, at the figure they accepted. Connect Xero or QuickBooks and it goes across when you send it. Put a gate on the last stage and a job cannot be closed until an invoice has been raised, or paid in full, whichever you choose.

Customers told, nothing left sitting

Put an email on a stage and it sends itself when a job reaches it, so the customer hears that the clean is booked or finished without anyone remembering to tell them. Texts are sent from the job by a person, and replies to email and text come back onto the job.

Give each stage a target number of days. A job sitting too long is flagged, listed in the weekly summary, and emailed to whoever owns it the morning after it goes over.