{"id":17758,"date":"2026-09-17T15:57:21","date_gmt":"2026-09-17T15:57:21","guid":{"rendered":"https:\/\/www.zenmaid.com\/magazine\/?p=17758"},"modified":"2026-09-17T15:57:25","modified_gmt":"2026-09-17T15:57:25","slug":"every-software-i-use-to-run-my-cleaning-business","status":"publish","type":"post","link":"https:\/\/www.zenmaid.com\/magazine\/every-software-i-use-to-run-my-cleaning-business\/","title":{"rendered":"Every Software I Use to Run My Cleaning Business"},"content":{"rendered":"    <div class=\"zm-cta\">\n      <div class=\"zm-cta__head\">\n        <div>\n          <div class=\"zm-cta__eyebrow\">ZenMaid<\/div>\n          <h2 class=\"zm-cta__title\">Brought to you by <em>expert cleaning business owners<\/em><\/h2>\n        <\/div>\n        <img decoding=\"async\" class=\"zm-cta__mark\" src=\"https:\/\/www.zenmaid.com\/magazine\/wp-content\/themes\/zm-theme\/assets\/images\/zenmaid-logo.png\" alt=\"ZenMaid logo\">\n      <\/div>\n\n      <div class=\"zm-cta__list\">\n        <div class=\"zm-cta__item\">\n          <svg viewBox=\"0 0 24 24\" width=\"21\" height=\"21\" fill=\"none\" stroke=\"#01676c\" stroke-width=\"3\" stroke-linecap=\"round\" stroke-linejoin=\"round\" aria-hidden=\"true\"><path d=\"M20 6 9 17l-5-5\"><\/path><\/svg>\n          <p><strong>Tips and advice shared here have helped us grow our own maid services.<\/strong> The ZenMaid team currently has 5+ current and former cleaning business owners on our team, including our Founder and CEO, Amar. We&rsquo;ve been in the maid service industry for 10+ years and counting.<\/p>\n        <\/div>\n        <div class=\"zm-cta__item\">\n          <svg viewBox=\"0 0 24 24\" width=\"21\" height=\"21\" fill=\"none\" stroke=\"#01676c\" stroke-width=\"3\" stroke-linecap=\"round\" stroke-linejoin=\"round\" aria-hidden=\"true\"><path d=\"M20 6 9 17l-5-5\"><\/path><\/svg>\n          <p><strong>We partner with amazing leaders in the cleaning industry,<\/strong> including Debbie Sardone, Stephanie Pipkin, Angela Brown, Chris Schwab, and many more &mdash; all to provide you with the latest industry insights.<\/p>\n        <\/div>\n        <div class=\"zm-cta__item\">\n          <svg viewBox=\"0 0 24 24\" width=\"21\" height=\"21\" fill=\"none\" stroke=\"#01676c\" stroke-width=\"3\" stroke-linecap=\"round\" stroke-linejoin=\"round\" aria-hidden=\"true\"><path d=\"M20 6 9 17l-5-5\"><\/path><\/svg>\n          <p><strong>We&rsquo;ve built the easiest-to-use, comprehensive cleaning business software, built specifically for the industry!<\/strong><\/p>\n        <\/div>\n      <\/div>\n\n      <div class=\"zm-cta__actions\">\n        <a class=\"zm-cta__btn\" href=\"https:\/\/www.zenmaid.com\/\">Check out ZenMaid<\/a>\n        <div class=\"zm-cta__chip\"><span><\/span>Easy 5 minute setup<\/div>\n      <\/div>\n    <\/div>\n    \n\n\n\n<p class=\"wp-block-paragraph\">Listen on: <a href=\"https:\/\/podcasts.apple.com\/us\/podcast\/175-every-software-i-use-to-run-my-cleaning-business\/id1791590022?i=1000790347131\">Apple Podcasts<\/a>, <a href=\"https:\/\/open.spotify.com\/episode\/5FAk9Q3aMDim6PavY58BRW?si=fbb33f66f6c44ca9\">Spotify<\/a>, or <a href=\"https:\/\/www.youtube.com\/watch?v=SZmVn1-FvhU&amp;lc=Ugz1Ojo53VqQ3L0En3J4AaABAg\">YouTube<\/a><\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-rich is-provider-spotify wp-block-embed-spotify wp-embed-aspect-21-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe title=\"Spotify Embed: #175: Every Software I Use to Run My Cleaning Business\" style=\"border-radius: 12px\" width=\"100%\" height=\"152\" frameborder=\"0\" allowfullscreen allow=\"autoplay; clipboard-write; encrypted-media; fullscreen; picture-in-picture\" loading=\"lazy\" src=\"https:\/\/open.spotify.com\/embed\/episode\/5FAk9Q3aMDim6PavY58BRW?si=fbb33f66f6c44ca9&amp;utm_source=oembed\"><\/iframe>\n<\/div><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Stephanie:<\/strong> Hello everyone, welcome or welcome back to the Filthy Rich Cleaners podcast. I am your host, Stephanie from Serene Clean, and in today&#8217;s episode we are going to be breaking down Serene Clean&#8217;s software stack as a $130K a month cleaning business. I am going to be going into each software \u2014 how much we spend on each software, how many users, why I picked it, what I like, what I don&#8217;t like \u2014 all of that juicy tea for you guys, because I think it is important to hear many options and opinions when it comes to software.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Now, you may be very averse to software. You may be very old school and think, &#8220;I don&#8217;t want to introduce software,&#8221; or &#8220;I am not tech savvy,&#8221; etc. I hear you. And at Serene Clean, I never want to introduce a software that feels unnecessary or complicated. I would consider myself fairly tech savvy \u2014 or rather, I should say, I am very good at figuring things out when they are confusing to me. And obviously, especially with AI nowadays, I find that even if I don&#8217;t understand something, I can get to the point of understanding it, because there are so many online resources.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So, all of this to say, you do not have to make any software decisions that I have made. But what I really want you to think about before I go into all of these softwares is: I am solving a problem or a need with every single one of the things I&#8217;m about to describe. So what I want you to think about is, currently, how are you solving that need, and are you satisfied with how you are solving it? Because we really should be thinking about software in terms of: what is it going to solve for us? Is something already capable of solving for it? And what is the cost of change? Because changing softwares is very, very expensive, and that cost of change can be very painful and not worth it necessarily all the time.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So, all of this to say: I&#8217;m not saying you guys need to change however you are doing your business management and your softwares, but I think it&#8217;s really valuable to show a peek behind the curtain, to be very transparent on how much these things are costing me, why I&#8217;ve chosen them, all of it \u2014 and clearly I feel that there is value. I&#8217;ve also changed my mind. I&#8217;ve introduced softwares over the years, and I&#8217;m actually going to tell you when I started using each of these softwares, because you&#8217;ll see some of these have been since day one. Some of these are relatively new, and I can share why I chose them and all of that good stuff. So without further ado, let&#8217;s get into it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">I am going to break down these softwares by the frequency at which we utilize them to run Serene Clean, based on their purpose. I found that this was the best way for me to really think about each category \u2014 by usage of the software.<\/p>\n\n\n\n<h2 id=\"heading-1\" class=\"wp-block-heading\">ZenMaid: Scheduling Software<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">So we are going to be starting with daily use softwares, and of course we are going to start with our scheduling software, ZenMaid. Shocker of the century! Stephanie uses ZenMaid. And guys, I know I say it time and again: I have used ZenMaid since day one of my business. So before I ever started working with them in the past couple years, I was simply a customer. I was simply a customer that chose their software seven-plus years ago.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So March of 2019 is actually when I first started using them. We launched in April of 2019, but I was doing my practice cleans and I was getting everything set up the couple months prior. So that&#8217;s right \u2014 before I even had a single client, I was using ZenMaid. Before I had a single employee, I was using ZenMaid, when it was just me. I implemented a scheduling software.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Now, am I going to tell you that you absolutely need a scheduling software from day one? No. Technically, you don&#8217;t need any of these things, right? But will it help you? Yes \u2014 especially before you introduce staff members, especially if you are growing rapidly. If you ever intend to add cleaning staff, I think a scheduling software is absolutely crucial. I really do. Even if you are not using ZenMaid, you need a scheduling software, okay?<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">And you may be like, why don&#8217;t I just use Google Calendar, which is free, or all of these different free options? I hear ya and I get you, but scheduling software is made to make things easier, right? There&#8217;s still so much manual process associated with all of these other solutions, and there&#8217;s the amount of error that can occur without a scheduling software checking you \u2014 for example, showing conflicts, highlighting and flagging like, hey, this person&#8217;s already booked, are you sure you want to do that? \u2014 as well as everything that goes along with what ZenMaid can accomplish when it comes to the reminder emails, the reminder texts, the on-my-way texts, the clocking in and clocking out.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">All of that, for me, when I started, was such a security blanket. Being able to pull up my phone, pull up the app while I was physically cleaning a house, and seeing that my other cleaners were where they were supposed to be \u2014 they were at the job site, they were GPS clocked in \u2014 at least they were where they were supposed to be right now. Especially with things like the digital checklist feature, you really could have an eye on what is going on at the cleaning. So there are so many other reasons that I love ZenMaid \u2014 all of the features, of course \u2014 but all of that to be said, this is the most used software. This is the absolute brainchild of Serene Clean \u2014 ZenMaid. And a scheduling software is something that you&#8217;re gonna be in all day, every day. So the faster and sooner that you get used to it, get your clients used to it, and get your staff used to it, the more useful it&#8217;s going to be to you.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So how much does Stephanie Pipkin spend? How many users, etc.? So we started using it in March of 2019. Our monthly revenue now, as a $1.5 million cleaning company, is $130K. Last month and the two months prior \u2014 we&#8217;ve hit $130K two months in a row. So please, caveat: if you are just starting out, this is not what ZenMaid costs for you. I spent the past couple months about $720 on ZenMaid, not including the SMS. That is not what it costs you when you have zero cleaners, or even 10 cleaners \u2014 or 10 users, I should say. I currently have about 28 users, including my office staff and cleaners, because ZenMaid scales with the amount of users \u2014 aka cleaning techs \u2014 that you have.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">And you are going to see this is a very common pattern within software: it scales with you. It gets more expensive, it adds by user, right? That&#8217;s super common. A lot of the other softwares I&#8217;m going to describe also do this strategy, because it makes sense. And I have other softwares where they do it in chunks \u2014 like 30 to 50 users is this much, or zero to 20 users is this much. There are pros and cons to each, because when you&#8217;re at the lower end of that tier, it feels like you&#8217;re paying for a lot more because you&#8217;re just barely getting into that tier. So I personally prefer getting charged by user. That is just me. I know everybody probably has different feelings about this, but when I look at, say, Trainual, for example \u2014 we are charged the same amount up to 50 users. Well, I don&#8217;t have 50 users, so I don&#8217;t really like that, right? So just wanting to keep that in mind. So please go check online on their website for what it would cost you.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So what I have listed actually \u2014 what am I even looking at when I&#8217;m looking at the computer? This is a presentation that I created for the ZenMaid retreat in Barcelona last month, and I wanted to present all of the softwares that we use. It was very enlightening to everybody. I hope at least that they can see that there&#8217;s a lot of things going on outside of ZenMaid to make Serene Clean run.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So why do I need it? Scheduling, booking \u2014 because we use the booking forms \u2014 communication automations, the mobile app, and GPS clock in and clock out, as the shortlist.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Who uses it the most? I thought that you guys would enjoy hearing this as well, because this tells you who touches each software. And again, this is a daily used software. Who uses it most is going to be, number one, our customer relations manager, because she is the one who is going to be booking and changing things for clients the most \u2014 though all of my managers are pretty close with how much they&#8217;re using it. The director of HR is probably right there, if not slightly under, because she&#8217;s the one who is updating availability for new cleaners, when a cleaner leaves or when a new cleaner is needed, or when we need to change something because they need a day off \u2014 she is the one handling all of the time-off requests. So she&#8217;s in it just as much. So these different hats, right, are still touching ZenMaid.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Number three is going to be the payroll and accounts manager, April, and that is because she is, of course, calculating payroll from ZenMaid. She is the one doing all of the invoicing and billing and auto-charging of cards, so she&#8217;s in it every day. So when I say all three of my managers are in there every single day, they truly are. It&#8217;s hard for me to rank that. Finally, the quality assurance and field development specialist, Hannah, is going to be in there daily as well, because she is, of course, checking the schedule. She&#8217;s running around doing quality control. She is doing cleanings herself as the fill-in, training, all of the good stuff.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Number five is going to be all of the cleaners, because all of my staff are using ZenMaid every single day that they work, because that is where they see their schedule. That is where they see all of the client notes. That is how they see the picture of what the house is supposed to look like. That&#8217;s right \u2014 we add a picture of every house that we clean so that they are cleaning the right house. Because yes, we&#8217;ve cleaned the wrong house, my friends. That has happened, and so now we add a picture to every client. It&#8217;s where they get the address, the phone numbers, all of the things that they need. It&#8217;s in ZenMaid.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">And then finally, the last person in my entire company who uses ZenMaid the least is actually me. That&#8217;s right. It&#8217;s not true that I don&#8217;t ever go in there, but because I am not doing any of the daily operations, and this is a daily operations software, I&#8217;m just simply not needing to go in there as much as everybody else.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Why did I choose ZenMaid over others? It was simple and pretty. It really caught my eye in the beginning when I was like, this is all overwhelming. Right? It&#8217;s incredibly overwhelming. I&#8217;m starting a business, I&#8217;m having to make all of these decisions, I don&#8217;t know what to pick. It was simple. I liked the pricing. I liked that it was straightforward. When I did the trial, it just felt very intuitive, and I just really liked it. And I just never changed.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It has features that only matter to cleaning businesses, because ZenMaid is only made for cleaning businesses. Whereas something like Jobber, though it&#8217;s very robust, is made for lots of industries \u2014 like plumbers, electricians, etc. \u2014 and so that was not attractive to me, because I was like, I don&#8217;t need these things; that doesn&#8217;t apply to me. I liked that it was just focused on only cleaning businesses. I also liked that cleaning business owners work at ZenMaid \u2014 like, actual staff members of ZenMaid are cleaning business owners \u2014 so that felt very like, oh, you understand me. Which I&#8217;m sure any of you that have ever talked to Kayla specifically totally get, right?<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Great support if we have issues \u2014 not that we do often, but I did find that everybody always solved our problems. Obviously now I know everybody, which is really nice, and so yeah, I just really liked that everybody was very helpful. It makes me look good to my customers and my staff, which is, you know, not difficult at all \u2014 just kidding. But it did make us look very professional from day one. It made me look bigger than I was, because of the reminder emails \u2014 like, that was really snazzy to my clients. They liked that. And when I brought staff members on, it&#8217;s like, this is what you&#8217;re going to be using. It&#8217;s not me just texting them saying, &#8220;Hey, go to this house and these are the things you need to do at that house,&#8221; right? It was just very, very professional.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">And finally, it has allowed me to scale my business easier than others. When you look at my path, obviously I have had struggles and challenges and problems. Of course I have, right? Every single owner does. But I will say, when I think about why \u2014 why have I been able to grow this thing? Why are you guys all even listening to me, right? \u2014 it&#8217;s having these systems in place, these processes and ways of managing and communicating information to the people who need to know said information. The quicker you can do that, the faster you&#8217;re going to grow, right? So ZenMaid allows us to communicate to the right people the information that needs to be communicated.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Because again, let&#8217;s take it back to that prompt I said before I started talking: what needs do you need to fulfill here, right? So that&#8217;s why I needed it \u2014 all those reasons. I need to solve these problems. How are you guys solving it? How are you solving the scheduling? The booking? The communicating? And the tracking of where your cleaners are, getting them the information that they need? If a cancellation happens, making sure that the whole thing gets rescheduled \u2014 because you guys are, like, rapidly doing this on pen and paper, right? So all of these things \u2014 how do I fulfill those needs? Well, it fulfills it. So of course I have to start with ZenMaid. We have a lot of other software to get to, though, so let us move on, shall we?<\/p>\n\n\n\n<h2 id=\"heading-2\" class=\"wp-block-heading\">ClickUp: Task and Project Management<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">If you&#8217;ve listened to this podcast, you&#8217;ve heard me talk about ClickUp. And when it comes to what ClickUp is \u2014 ClickUp is a task management and project management software. And yes, I am in this every single day. Everybody on my management team is in it every single day. So why do I need it? What are those needs that we&#8217;re fulfilling? Lead and task management, CRM purposes, dashboard capabilities, department structure, and automation customizations.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">I actually was introduced to ClickUp, I think, within the first year of business, because I started using it in December 2019. I was introduced to it by Courtney Wisely \u2014 shout out to Courtney Wisely \u2014 actually in the ZenMaid Mastermind. If you&#8217;re not a member of the Mastermind on Facebook, go join. We&#8217;ll have a link in the bio. You don&#8217;t need to be a ZenMaid customer. But this is exactly a perfect use case of what those groups are for \u2014 the Mastermind is fantastic for this. She posted about her lead management process in ClickUp. I watched that video \u2014 I think she did a live or something like that \u2014 and I immediately implemented it. And we have been using and building off of that ever since, and frankly, just using ClickUp in so many ways.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">And I will give you guys the caveat: as many of you know, ClickUp is very robust. I would say of all of the softwares that I am listing off today, this is the one that is going to be possibly the most overwhelming, because it has so many capabilities and so many ways to structure and view information that it can feel quite overwhelming. So what I did a few years ago that really helped me was I took a short course \u2014 a weekend course \u2014 from a YouTube channel that I absolutely love. It&#8217;s called Process Driven \u2014 Layla at Process Driven. Side note: I love the name Layla, and she is an incredible YouTuber, an incredible company owner, and she&#8217;s just really, really good at explaining things. And they have a course for learning, like, the basics of ClickUp, and I found it really helpful to invest that time. It wasn&#8217;t very expensive, either, for me to understand ClickUp.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">And now, especially with AI, I can really hook up our Claude to our ClickUp, and it can actually make changes, analyze, and make suggestions on how we should organize information \u2014 if we should add, like, a custom field, etc. So again, I&#8217;m saying all of this because ClickUp is overwhelming, but there are ways to learn it, guys, and there are ways to get better at it, right? So I know when you open it up, you&#8217;re going to be like, &#8220;Where do I even start?&#8221; But there are a lot of resources. Again, we&#8217;ll link Layla&#8217;s YouTube channel down below, as well as their website, if you are interested in learning more. I watch pretty much all of their stuff that they put out on ClickUp, because I want to know.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">I will say also, the ClickUp support is, like, incredible. They are so, so good. I&#8217;ve always been amazed by their education and their support. I&#8217;ve done many optimization calls with them, which are free if you&#8217;re a customer, just to ask specific questions \u2014 like, how should I organize a piece of information before I jump into a new area? And I find that really helpful.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So again, I started using it in December 2019, when we were at $12K a month in revenue. It costs me currently $57 a month, and we have currently three users, because my office shares \u2014 so it&#8217;s me, my executive assistant Veronica, and then the office all uses one user account. Which you cannot do in every particular software, depending. We are able to do that in ClickUp, and we do that to save money.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So who uses it most? Customer relations manager is number one. I am number two. My executive assistant is number three. Director of HR is number four. Payroll and accounts manager is number five. And number six is the QA and field development specialist. My cleaners are not in ClickUp whatsoever. This is strictly for office use, okay?<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So why do I choose this over others? It is endlessly configurable. The automations are incredibly amazing \u2014 triggered by literally whatever we want. If this, then that, to the nth degree \u2014 you can do this in ClickUp. You can really take it super duper far, which we have, especially on our leads management side of it. As I mentioned, the support is excellent, as well as the education. The AI within it is really great as well. And in general, it&#8217;s just so robust. Like, the sky is the limit.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">And so, I want to answer head-on: why not GoHighLevel? Because a lot of people love GoHighLevel. They&#8217;re like, why would you not use that for this? Because truly, we are using ClickUp as a CRM now. ZenMaid has basic CRM capabilities \u2014 and by that I mean, obviously, we can organize all of our clients, we can organize the notes, things like that. So when it comes to the cleaning itself, that&#8217;s where we use ZenMaid. But when it comes to managing that person as a lead, and as data that I want to understand, we&#8217;re going to have that in ClickUp.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">And the reason I like it better than GoHighLevel is because of the task management and automations associated with it. What do you mean, Stephanie? Well, in GoHighLevel, they have very basic limitations on that particular subject. So when you&#8217;re moving people between their statuses, right \u2014 you followed up with them once, you&#8217;re moving them to the next; they said yes; all of these things \u2014 there are things that need to be done under each of those statuses. And for us, the way we have built ClickUp out, with all of these subtasks and automations associated with what needs to be performed, what action needs to be taken \u2014 that is where ClickUp really, really shines for me, and GoHighLevel falls short for me. Additionally, when it comes to how I want to view my leads and how they are arranged \u2014 when they move into client territory, when they become ex-clients, like, all of the things \u2014 that&#8217;s where I really like ClickUp, because GoHighLevel is lacking, because it&#8217;s not a task management software; it&#8217;s a CRM, right? Where GoHighLevel really shines, though, is going to be things like the marketing side of things and all of those automations, where I have to actually utilize a different software.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So, I had no idea what GoHighLevel was until the past couple years. Obviously, I opened the business in 2019 \u2014 I had no idea what a CRM was. I had no idea about any of this, right? So looking back, if I had known GoHighLevel from the start, I probably would have gone with that, for sure, for this aspect. It also integrates really beautifully with ZenMaid. So I am going to tell you guys right now, GoHighLevel is a great option. I&#8217;m not gonna walk away from that. But for how I like to do my work, I like having this task management software. Also, I like to minimize things as much as possible. If I had GoHighLevel, I would still need ClickUp for managing our work, right? And all of our processes in the office, and, like, not forgetting anything.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">When I say I&#8217;m in ClickUp \u2014 that is where I go to manage everything about what I do. Everything that I do to make sure that things are getting done. Like, how do you stay organized, Stephanie? It&#8217;s ClickUp. It is ClickUp. That is how I manage my entire life \u2014 literally my entire life. My personal life, my professional life, projects that I&#8217;m working on. Literally every aspect of what I accomplish is documented in ClickUp. Even when you think of me as an entrepreneur, right, and just as a human being \u2014 this is how I manage myself. And so, when I think about minimizing software and hopping around, I need to have a to-do list that I can manage, that recurs, and where everything&#8217;s in one place. That&#8217;s why I like this \u2014 so that I can remove as many softwares as possible. So because it can do these other things, and because I would use it anyway for managing my life \u2014 well, why don&#8217;t we just manage all of our client information too, and our lead process and our follow-up and everything in there? So that&#8217;s why I like it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So all that to be said, I absolutely love ClickUp. I am such a fan, and I will just continue to evolve and grow within it, because it just makes me such a better operator, a better CEO, a better entrepreneur, and really helps me just manage my whole life \u2014 even, like, personal projects and tasks.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Especially as somebody with ADHD \u2014 like, I&#8217;d be forgetting, okay? If it does not get written down immediately and have a due date associated with it&#8230; For example, something that I&#8217;ve implemented in the past month in ClickUp that&#8217;s really helped is, on Sundays, I have a recurring task that says &#8220;plan out your week&#8221; with time blocks, if you will. So it is time blocking, but it&#8217;s actually being reasonable. One of the symptoms of ADHD that I struggle with the most is that I have this list of things that need to get done, right, and they all feel important and they all feel urgent. So when it comes to what should I be doing right now, I short circuit \u2014 as if somebody poured a glass of milk onto, like, an electrical board. And I&#8217;m like, I don&#8217;t know what to do, and then I have complete paralysis. And I hop around like a jelly bean, right? A little jumping jelly bean. And that is not somebody who is very effective at getting shit done, right?<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">And of course, all of this caveat to be said: I am not having cleaners to deal with. Like, I get it, right? I am not necessarily in the position of all of you guys. But for every single one of you, it&#8217;s actually worse, because you are getting constantly interrupted, right? Constantly interrupted. So it&#8217;s even worse for you guys. So this is even more important, right?<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So for me, what I do every Sunday now \u2014 and you could do this Monday morning, whatever; I just choose Sundays so that I can just show up to my desk on Monday and follow my list in order of what needs to get done \u2014 is I assign every single task for the week ahead with a time estimate of how long I legitimately think it is going to take, along with buffer on either side of it. And then I plug them into the calendar view on my ClickUp. So I have my task list with due dates, I go to my calendar view, and I start literally dragging and dropping those tasks into their time slot for the day. And then I step back and say, &#8220;Is this actually reasonable?&#8221; And I cannot tell you \u2014 literally, literally every single week, I&#8217;m not being facetious here, I have to chop things out. Because I have this big long list, but then once I give them an amount of time, and I start plugging them in and seeing \u2014 and the energy drain of it all, which you could literally rank the things by: how much energy? How difficult is this thing? \u2014 I start actually being realistic about it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It also helps me realize if I&#8217;ve got, like, this huge category task \u2014 this giant thing. I&#8217;m like, well, I know where I&#8217;m gonna get stuck on that, right? Because there are actually four subtasks that need to happen in order to move that project along. So it forces me to break things down into subtasks \u2014 like, the steps of accomplishing this big, bulky thing \u2014 and then I actually make progress, because then I&#8217;m like, okay, great, the goal is to get this subtask done. Step one of four is this week, right? That&#8217;s what we&#8217;re getting done. So it just has been such a huge help. I know I&#8217;m going on such a tangent right now, but I just want you guys to know how important this is to me. And if you want, like, a full video \u2014 not a podcast episode \u2014 of how I use ClickUp, I think that could be really valuable. You know, obviously, our CRM stuff and how we manage our leads \u2014 that&#8217;s a whole separate topic, of course. But I would say, as an effective owner, this has really helped me. So I am such a fangirl! I can&#8217;t even begin to tell you. So let&#8217;s move on, because I could talk about ClickUp \u2014 I could write a love letter \u2014 literally for hours.<\/p>\n\n\n\n<h2 id=\"heading-3\" class=\"wp-block-heading\">QuickBooks: Bookkeeping<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Next is going to be QuickBooks, which is a bookkeeping software. When did I start using it? March of 2019 \u2014 day one of the biz. We currently spend $75 a month. We have one user, because all of the office shares, and this is going to be in the category of accounting and financial.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">You guys need a bookkeeping software. You need a bookkeeping software. I&#8217;m gonna say this right now: if you are doing your books in, like, an Excel spreadsheet \u2014 my goodness, my goodness! Why do we need a bookkeeping software? Income and expense tracking, financial reporting, tax preparedness, and payment processing. Now, all of those needs could be accomplished in a lot of ways. Payment processing, for example \u2014 you might have Stripe or Square. We still use QuickBooks. We are probably going to eventually go to Square only, but right now we&#8217;re using QuickBooks for it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Income and expense tracking, right? You could do these in a lot of ways, but gathering it all in one place is very important, so that you can do financial reporting. Because it&#8217;s very hard when I ask any of you guys \u2014 I have a meeting with you, and I say, what is your profit? Well, how much do you spend? How much do you bring in? And you&#8217;re like, well, on this software we bring in this, and on Zelle they send us this, and in Venmo we make this, and I get paid in cash like this, right? If you don&#8217;t know this answer right now, it&#8217;s because you don&#8217;t have it all consolidated in one place.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">And if you are not tracking your expenses \u2014 I&#8217;m not saying this in a judgmental way; I&#8217;m saying this in a factual way \u2014 the business is not going to survive. Like, eventually it&#8217;s gonna fail, because no successful business \u2014 not a single one of them, if you aim to grow and have staff \u2014 you&#8217;re not gonna make it if you don&#8217;t track your expenses or pay somebody to, right? So maybe you offload it. Again, the need is: bookkeeping must happen. Maybe you have a bookkeeper. I will argue that, to me, I still think you need a bookkeeping software so that you can see it, and you&#8217;re not, like, relying on somebody else who gets to control all of that \u2014 that doesn&#8217;t feel good. I think you need to understand the numbers. I think it is important that the owner really is able to see everything, and you&#8217;re not just handing this off completely and never, ever looking at it, right?<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So shout out to Dan at Best Dan Bookkeeping Service. I had him on the podcast a couple months ago, and he does a full analysis and report and sends it over too. Highly recommend \u2014 not sponsored or affiliated. I just really like him, and I think that he does a great job for his clients. So if you&#8217;re looking for a bookkeeper, I would recommend him. I hope he&#8217;s going to be at CleanCon in Austin in September, at the end of this month \u2014 crazy enough, because that&#8217;s where I met him in March. So really, really recommend.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So who uses QuickBooks the most? My payroll and accounts manager is going to be number one, of course, then me, and then my executive assistant. My customer relations manager and my HR director really don&#8217;t go in there, of course. The tax people are not going to go in there either.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Why choose QuickBooks over the others? Honestly, I was familiar with it. Like, I&#8217;m not saying you guys have got to use QuickBooks, right? There&#8217;s Wave, there&#8217;s Xero, there are all of these bookkeeping softwares. You do not need to use QuickBooks. You don&#8217;t have to use any of these, of course \u2014 like, I could say that a million times: you don&#8217;t need to use these. I&#8217;m just sharing what we use. There&#8217;s no reason for me to switch, frankly. Like, we&#8217;ve had all of the financials in here from day one. And I am very grateful that, like, I knew how to bookkeep. I knew all of these things when I opened my business. And so from day one, I could tell you, in March or April of 2019, every single expense. I can tell you how much we spent on every single category. I can tell you every single dollar that came in, literally seven years ago, or any time period, because of this. And so obviously, you know, the best time to plant a tree was yesterday; the next best is today, right? So, like, could we get on this? We should. We should get on this, guys. So please, please, please get bookkeeping software and start doing this.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Why choose this over others? Ain&#8217;t broke, don&#8217;t fix it. That&#8217;s literally what I wrote: ain&#8217;t broke, don&#8217;t fix it. It&#8217;s fine. I do enjoy the granular financial reports. It&#8217;s fairly simple to use for what we do. There are so many capabilities within QuickBooks that we don&#8217;t use, because I like another software better \u2014 like, for example, payroll. I used to do our payroll in QuickBooks \u2014 so you could absolutely do this before you move into Gusto, which we&#8217;re going to talk about in a little bit. I like Gusto better for the payroll capabilities. So there are certain things \u2014 like, I&#8217;m not very confident that there is one software to rule them all that you&#8217;re gonna be able to use and that does all of these things well. That does all the bookkeeping, that does all the payroll, that does all of the scheduling, that does all of the CRMing \u2014 like, I don&#8217;t think that those are very good at what they do, right? Gusto is very good at payroll. That&#8217;s because it&#8217;s highly specific \u2014 this is a payroll software. QuickBooks is a bookkeeping software that happens to do payroll. So I will say, I don&#8217;t mind splitting up softwares if I feel like there is a reason for it, right? So it doesn&#8217;t need to be all-in-one. It also doesn&#8217;t all need to be segmented. That&#8217;s why I&#8217;ve chosen to go this route.<\/p>\n\n\n\n<h2 id=\"heading-4\" class=\"wp-block-heading\">Quo (OpenPhone): Phone System<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">On to the next daily use software, which is going to be Quo \u2014 or OpenPhone, or &#8220;Quopen Phone,&#8221; as I like to say. We started using this only last year, May of 2025, and that month we were at $108K of revenue a month. It costs us $50 \u2014 only $50, guys \u2014 a month. We have two current users: myself, and then the office shares. And the category of this is client communication, because this is our phone system. And guess what? We don&#8217;t even have physical phones; we do it all through our computers or our cell phones with the app.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Why do we need OpenPhone? Why do you need a software for calling? Don&#8217;t you just have your personal phone number? Well, yes, you do, but you should not be using your personal phone number for your business line. And there are so many reasons for that: obviously professionalism, separation from you and your work, safety \u2014 so you&#8217;re not giving out your cell phone number to everybody and their cousin. And what if they&#8217;re crazy? What if you have a shitbag, and then you have to deal with them having your number? Like, it just \u2014 it looks much more professional.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So why do I need OpenPhone? Centralized client communication. I love the templatized messages, which they call snippets. So if we&#8217;re sending something often, we can just turn it into a snippet, and what took, you know, a minute to type out, we can now do in one second, because we can templatize and standardize. I love the call summaries and recordings \u2014 it literally gives you an AI summary of the call, and it&#8217;s all recorded, it&#8217;s all in one place. I really, really like it, frankly.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Who uses it most? Our customer relations manager, payroll and accounts manager, executive assistant, and director of HR. I&#8217;m not even on this list. I do not use Quo at all, because I don&#8217;t talk on the phone for the business whatsoever.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Why did we choose this over others? It was way cheaper than our last software, which was Clarity Voice. And everybody is perfectly nice at Clarity Voice; that software fucking sucks. I hate it. Looking at it compared to OpenPhone now \u2014 like, this is so good. So this is an example of: we switched, and the cost of change was well worth it, especially looking back. 10 out of 10, would do it over and over again. I wish I had known about them earlier.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Frankly, you know, some people don&#8217;t like OpenPhone. Sometimes they say they have bugs. Every software has bugs, I will say. And we really haven&#8217;t had any issues. It&#8217;s so affordable. It&#8217;s so well set up in comparison to Clarity Voice. So there&#8217;s no perfect phone system software. This one has been pretty darn good for us. I&#8217;m sure ZenMaid, I think, has, like, an affiliate link or something. I do not personally, but if we do have one, we&#8217;ll link it down below for you guys to get, like, a trial or something.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">I love that the shared inbox is for calls and texts, so you don&#8217;t have to go between messages and calls. It&#8217;s like, here&#8217;s this contact, here&#8217;s all of the communication that you have. There&#8217;s a note section, so you can add notes, so that anybody can do that. You can do internal tagging too. Like, maybe you have a lot of people and you need to leave a note or communicate to somebody, and it&#8217;s not for the client to see, but it&#8217;s internal within your company, within that communication. I just absolutely love it. Love it. Love it. So really highly recommend them.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">That&#8217;s just been my personal experience. Of course, if you hate them and, you know \u2014 I don&#8217;t know \u2014 they egged your house or something, cool. Leave it in the comments below so we can all learn. This episode really is for feedback down in the comments, as all episodes are, guys. But if you&#8217;re like, listen, I hate these people and this is why \u2014 and, you know, they killed my grandma or something like that \u2014 like, that one, please actually let us know, because I don&#8217;t want to support that. But I want to just share my experience. So remember, this is what I have experienced with them. So we&#8217;re in there day after day. Love them.<\/p>\n\n\n\n<h2 id=\"heading-5\" class=\"wp-block-heading\">Google Drive: File Management<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Next is going to be Google Drive, which we started using in November 2024, and that was when we were at $111K a month. I should have started using this from day one. We currently have one user \u2014 we all share Google Drive \u2014 and we&#8217;re in here every single day. This is going to be our file management and collaboration.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So why do we need that? Shared file management, live updates in spreadsheets. So we never, ever do something in, like, just Excel, where the sheet is just on our computer, right? We never want to do that. We want to have live updates. We want to be able to access all of our documents from anywhere. So we are still in this every single day. I can see \u2014 let&#8217;s see \u2014 three tabs I have open right now that are all from Google Drive, because that&#8217;s what we&#8217;re using instead of Word. It&#8217;s just \u2014 everything is in there and organized there.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So who uses it most? I literally can&#8217;t rank it. We all use it all the time. Why choose this over others? Dropbox costs money, and we need spreadsheets. And I don&#8217;t know \u2014 it&#8217;s Google Drive. What else is there to say? Like, I literally already said it, right? And it is free. I believe we do not pay for anything unless we need more storage. Just please, guys, be using Google Drive. Like, I promise you, it is a great way to organize all of your files.<\/p>\n\n\n\n<h2 id=\"heading-6\" class=\"wp-block-heading\">Slack: Team Communication<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">And then finally, our last daily use software is going to be Slack. Why do I need it? Well, first \u2014 when did we start using this? We started using this in January of 2025, I believe. It costs us $217 a month, which is up to 30 seats, right? So this is an example of that category of, like, up to 30 seats. Right now we have all of our staff in it, which is anywhere from 28 to 30, and this is in the internal communication category. And so, once we go over 30, then I think we pay per user. I can&#8217;t remember how they do their pay structure.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Why do I need it? I&#8217;ve talked a lot about Slack. How we used to do team communication was through Facebook Messenger groups, which is not professional. It makes people have to have a Facebook if they don&#8217;t want to. That separation isn&#8217;t there between personal and professional life, which I don&#8217;t like. And so once I was introduced to working at ZenMaid and saw that they were using Slack \u2014 I&#8217;d never even heard of Slack, because I hadn&#8217;t worked in white collar before. It&#8217;s a very common professional communication system \u2014 like, really the most popular for professional communication, other than Microsoft Teams, I suppose. But we don&#8217;t use that. And so for any of you that are just texting, in chat groups, or using an app or something like that \u2014 Slack is truly made for this. There are so many capabilities that I love about it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">You know, why do I need a team communication tool? Team bulletin board, canvases, Slackbot automations, and wrangling before-and-afters \u2014 like, everything. We&#8217;ve got a chat for all of these different things, and I truly love it. I think this is one of the most important softwares that we have introduced into the business. It&#8217;s been such a game changer. Who uses it most? I literally cannot rank it. We all use it all the time, every day. We&#8217;re in Slack.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Why did I choose this over others? It was robust for what we need, it&#8217;s affordable, it has a better interface than other options, and there&#8217;s that work-life separation. I also want to highlight that there is a good free version. The reason we did not go for the free version is because it does not save communication past, I think, 60 or 90 days, or six months, or something like that. And that is, like, an absolute line in the sand. We need to have all of the communication saved \u2014 not just deleting the data \u2014 because we need to make sure that we have all of our records of everything. So that is why we pay for it. So I do think it is worth paying for.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">But either way, again, what&#8217;s the need? Team communication \u2014 not having to start new group chats every time you remove somebody or add somebody. That way, it&#8217;s just one place, right? It&#8217;s one place. You&#8217;re never individually texting cleaners. You know, our cleaners never call our office managers or myself or anything like that. Everything is through Slack. You can huddle and do video calls through there as well. I just \u2014 I love it. You can do polls, all of the things. It&#8217;s just \u2014 it&#8217;s fantastic. I highly recommend it.<\/p>\n\n\n\n<h2 id=\"heading-7\" class=\"wp-block-heading\">Using AI Every Single Day<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">So, I did not put this in my presentation, and I did not realize it until I posted about this in the Mastermind. I got called out \u2014 by Marco, I think, who called me out on this. What about AI? What about, like, Claude? And you&#8217;re so right. I didn&#8217;t even think about it, because it&#8217;s so obvious to me. I am in AI every single day, right? I have actually three current AIs \u2014 wait, wait, wait \u2014 yeah, three open right now, which is insane. But that&#8217;s how much I use AI, guys. I use it every single day, as do all of my managers. We started using, you know, ChatGPT first, and now we use Claude more so. I will be looking at Grok as well for some interesting things. And then I actually use the Acquisition AI, and I use that every day now too. It&#8217;s that useful to me. It&#8217;s that important to me, for so many things. I mean, I could make a whole video about, like, how I use AI, right?<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">All of that to be said \u2014 like, every single one of us should be using AI, because it is a higher-leverage use of our time, because we can do more with less resources. Every single one of my managers has become more efficient because of AI. I have become \u2014 I don&#8217;t even know how much more efficient \u2014 because of AI.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For example, today we got a couple calls from people who said that our residential booking form was not showing up on the website, right? And so I pulled up the website. I looked at it, and it showed up fine on web, but it wasn&#8217;t showing up on mobile. And I&#8217;m like, well, shit! Like, that&#8217;s bad, obviously. And instead of me trying to figure out what it is, what&#8217;s going on \u2014 because I have Claude hooked up to my website, which I kind of want to make a whole YouTube video on, because it&#8217;s literally blown my mind \u2014 it can now literally make changes.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">How many times can I say &#8220;literally&#8221;? That is so fucking annoying. Do not take a shot every time. I&#8217;m gonna try to stop saying that word so much, because that&#8217;s really annoying. Every time I need to make a change to the website, Claude can now do it for me. Claude can build my entire website. It has \u2014 go look at our website, guys. It&#8217;s freaking gorgeous. I&#8217;ve completely redone the entire website. I&#8217;m not done with all of it yet, but it literally \u2014 there it is. There it is. Okay, I need to put, like, a swear jar up for that word. Oh, okay, okay. I need to work on this. I&#8217;m trying to. I can&#8217;t even speak without saying that word, okay. This is the cursed word \u2014 I can&#8217;t say it anymore. Okay, I can&#8217;t say it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Every time I need to make a change on the website, it&#8217;s doing it for me. So for this morning \u2014 you know, the problem was brought to me. I say, &#8220;Hey, Claude, this is not showing up. Please troubleshoot and fix it.&#8221; It found the problem in seven seconds and fixed it for me. I didn&#8217;t have to fix it, and now it was working. So from the problem being reported to me by my managers, four minutes later it was solved, right? Instead of me digging through it \u2014 or, if you&#8217;ve got a web designer, having to pass it on to them and wait seven business days for the problem to be solved. If our booking form is down, do you know how much money that&#8217;s potentially costing me? This is a huge problem, and it was solved in four minutes, right? And the four-minute delay was me not having caught it \u2014 so it&#8217;s that important. So obviously, AI \u2014 I can&#8217;t say enough about it. So I just wanted to make sure I mentioned that we are using that every single day.<\/p>\n\n\n\n<h2 id=\"heading-8\" class=\"wp-block-heading\">Indeed: Recruiting and Hiring<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Okay, weekly use software. Oh, this is going to be a long episode. I&#8217;m so sorry, guys. Okay, next is going to be Indeed. Why do I need it? Job listings and communicating with applicants. We started using it in May 2019 \u2014 so pretty much as soon as I started hiring, right away. Monthly cost: up to $500 a month is what we have budgeted for our sponsored ads. We will spend more if we really need to, because we need to hire. Current users: just one. And this is in the category, of course, of recruiting and hiring. Who uses it most? My director of HR. That&#8217;s the only person who is using it, unless I&#8217;m popping in to check something. But she&#8217;s the one using it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So, of course, I&#8217;ve made lots of videos about hiring. I tried to avoid spending on Indeed for so long. Why do I choose this over others? It&#8217;s a monopoly, and I feel I have no choice. It works. We used to not pay, and now we have to, and it makes me pissed. I put that in my presentation because that&#8217;s how I feel. It&#8217;s annoying. It&#8217;s like shaking hands doing a deal with the devil, but it does work. At least in our community, that&#8217;s where people are going to go when they&#8217;re looking for jobs, since Facebook Jobs went away. Of course, you can get applicants from Facebook, but Indeed is our place. So, enough said. I don&#8217;t know what else there is to say about it. We use Indeed. We now pay for it. Meh. So we have to use it. We have to. So it is what it is.<\/p>\n\n\n\n<h2 id=\"heading-9\" class=\"wp-block-heading\">SignRequest: Digital Agreements<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The next is going to be SignRequest \u2014 something I feel much more positively about. We started using SignRequest in April of 2019, day one of the biz. Monthly cost: $9 a month. And I have used it for seven years, right, because it does exactly what it needs to do. There&#8217;s nothing I would change about it. Current users: one \u2014 the office shares it. And the category is \u2014 body-ody-ody \u2014 okay, any other Megan Thee Stallion fans? Because I love her. The category is digital agreements.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Why do I need it? Client documentation e-signing. That&#8217;s it. That&#8217;s the whole software. Who uses it most? My customer relations manager, and that&#8217;s it \u2014 that&#8217;s the only person that uses it. Why do I choose this over others, like DocuSign? It&#8217;s way cheaper than DocuSign. DocuSign is, like, $80 a month. We literally have no issues ever, and it just works \u2014 simple and straightforward.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So why do we use this? We have our client guidelines signed. That is part of our onboarding process for a new client: we will not step foot into a facility or home without the client guidelines signed through SignRequest, right? So this way, we don&#8217;t have to do physical signing. So what is the need? We need to have our policies and procedures that our clients are agreeing to \u2014 contracts that you have, that type of thing \u2014 we need to have them signed, right? So whether that&#8217;s physical or whether that&#8217;s digital, the need is: these should be getting signed. And if you&#8217;re not doing it, please start doing this, right? It&#8217;s really easy with SignRequest \u2014 not sponsored \u2014 and that&#8217;s it. It&#8217;s so simple. And you can do your employee documents here as well. We used to do that in SignRequest; now we do that in Gusto, because Gusto has that ability, and it makes way more sense for it to be in Gusto, where all of our employee stuff is.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">And why not DocuSign? And why do people choose to use DocuSign? DocuSign is going to hold up in the court of law much better than any other e-signing system. However, so far, we have not had to deal with anything like that, where we&#8217;re going to court or anybody is combating it. That hasn&#8217;t happened. Maybe it will. Maybe I&#8217;ll change my mind, and in seven years I&#8217;ll be like, guys, you need DocuSign. Maybe. But that&#8217;s not today. So I&#8217;m gonna keep recommending SignRequest. So please \u2014 it is such an easy-to-use thing. You can templatize anything that you need signed often. So, for example, our client guidelines \u2014 we have it uploaded. All we do is plug in the email of the new client, and it sends it over. It sends reminders. They sign it.<\/p>\n\n\n\n<h2 id=\"heading-10\" class=\"wp-block-heading\">Gusto: Payroll and HR<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Gusto \u2014 okay, no surprise here. Gusto is a weekly software. We&#8217;re in there at least once a week \u2014 really, it&#8217;s a couple times a week, because of payroll. We started using this in May 2022, when we transitioned from QuickBooks, and we were at $101K a month in May of 2022. The monthly cost is $452 a month. There&#8217;s an $80 base for the level that we pay for, and it is $12 per person on top of that base. Current users is 29, of course. Category is payroll and HR.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Why do I need Gusto? Why did I switch from QuickBooks? Employee document management, running payroll, great reporting capabilities, and managing PTO and time-off requests. I will also say that their partnerships are really great, right? Like, that&#8217;s where we introduced things like Guideline, and our health insurance \u2014 we get all of that through Gusto&#8217;s partnerships. So they just have a lot of great integrations.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Who uses Gusto most? Director of HR, executive assistant, all other staff \u2014 for pay stubs and accessing their info \u2014 and, of course, me, last. Everybody gets paid, so everybody&#8217;s in it every single week.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Why did I choose them over others? I left QBO Payroll because of shitty customer service, right? So when I had issues with my taxes or anything else that had to do with my payroll taxes, the customer service at QuickBooks made me want to, like, jump off a fucking cliff. I&#8217;m not gonna lie \u2014 they just pissed me off so much. Gusto&#8217;s customer service is, like, second to none, in my opinion. They are so knowledgeable, they&#8217;re so helpful. I love the interface and the simplicity of it. It has great reporting capabilities. It&#8217;s great for my staff. The cleaners love it. It&#8217;s very easy for them to access the information that they need, submit their time-off requests, whatever we need to do there. I also love their little piggy \u2014 that&#8217;s their mascot. That makes me happy every time I log in. It&#8217;s the little things, right? It is the little things.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So yeah, I&#8217;ve just been so thrilled with Gusto. And so, with QuickBooks, we had to pay our own payroll taxes, like, manually \u2014 meaning log in and pay them quarterly \u2014 where Gusto actually does that for you. It also does all of the new hire reporting for you. So that was something we had to do manually: every time we&#8217;d hire somebody, we would have to file a new hire report to the state of Wisconsin. And so, if you guys are not doing this when you hire, you should be doing it, because if they have any liabilities that need to be pulled from their paycheck \u2014 child support, loans, whatever the government&#8217;s coming after them for \u2014 that&#8217;s why you need to report that, and so they also aren&#8217;t getting unemployment while they&#8217;re employed, that kind of thing. So it&#8217;s very important, and we&#8217;re legally obligated to do this as business owners. Gusto does that for us, so it&#8217;s just one little thing that is taken off of our plate. And then also, the payroll taxes being done every single week when we run payroll \u2014 I really like that too. I also like that it&#8217;s next-day pay, at least at the tier that we pay for. We can run payroll on Thursday evenings, and pay goes out on Friday, which I really like. So, love me some Gusto. Really recommend them.<\/p>\n\n\n\n<h2 id=\"heading-11\" class=\"wp-block-heading\">Loom: Video Documentation<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Okay, the next weekly software is going to be Loom \u2014 which, if you are in the Mastermind and you&#8217;ve clicked on any of my recent videos there, it&#8217;s going to be a Loom, guys. And Loom is in the category of video documentation, or training. We started using this in October of 2024, when I was at $124K a month. It costs us $16.50 a month, and we have one account \u2014 the office shares one account.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So why do I need Loom \u2014 or why could you need Loom? Video process documentation and embedding into other softwares. So especially as \u2014 the goal for you is to scale. Maybe you want to bring somebody on, and you&#8217;re not doing everything. This is going to be the most efficient way for you to do this, because Loom allows you to record your screen, have links, and it can edit all of your little filler words out, which I really like. It&#8217;s just truly wonderful, and it embeds beautifully, whether that be in emails. You guys know, if you&#8217;ve watched my client appreciation video, that I actually record a Loom for each of them, and we embed that into a thank-you email. So I do that for every single one of our clients, every year, on their anniversary. A lot of work, but well worth it. People really respond well to it and appreciate it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So I really love Loom. It&#8217;s affordable, and again, it&#8217;s beautiful for things like process documentation, because the nice thing is that you can record on Loom, take the transcript, give it to Claude, and say, &#8220;Create an SOP based off of this transcript,&#8221; right? Like, you can do really cool things because of AI. So any time I am trying to delegate a task, right \u2014 maybe I start something new and I&#8217;m ready to hand it off, or hand a part of it off to my managers or somebody; or if I need somebody else to fill in for me because I&#8217;m going on vacation \u2014 like, hopefully you will, some day, go on vacation \u2014 and somebody else has to know how to do something: record a Loom. There you go \u2014 here&#8217;s how to do this X, Y, Z thing, right? Especially when somebody new is coming in and you are tired of having to repeat yourself \u2014 well, just record it once. And when they&#8217;re like, &#8220;I don&#8217;t remember how to do this thing, because I only do it once a month&#8221; \u2014 cool. Here&#8217;s the Loom for you. So you&#8217;re not pulling your hair out, repeating yourself. They have a standard of, this is the expectation, and you can give context and show exactly where they need to click on the screen, or whatever the thing is. So I&#8217;m a huge fan.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Why did I choose this over others? Really, the other example was, like, screen recording and then sharing that video, which was really clunky \u2014 meaning within my computer itself. I saw it first at ZenMaid. I&#8217;d never seen Loom before. I started working with ZenMaid and realized how helpful it would be. It speeds up our SOP creation dramatically, and I just love the interface and simplicity. It really is wonderful. So highly recommend \u2014 all of you are probably interested in, like, processes, systems, and delegation, when you&#8217;re ready to do so. So the next time, you know, you&#8217;ve got some office time and you&#8217;re about to do something that eventually somebody else will hopefully do for you \u2014 well, just start recording and explaining how you&#8217;re doing it first, right? Like, that&#8217;s a great way to start.<\/p>\n\n\n\n<h2 id=\"heading-12\" class=\"wp-block-heading\">Trainual: Training and SOPs<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Okay, the next software that is a weekly software is going to be Trainual. We started using Trainual in August of 2024, when we were at $122K a month. The monthly cost is expensive \u2014 $279 a month, up to 50 users. We currently have, you know, our 29 or 30 users, and the category is training and SOPs. So Trainual is, like, an SOP documentation software. We use it mostly for employee onboarding and ongoing education and quizzes. Who uses it most? The director of HR and our cleaners, right?<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So frankly, Trainual is far more robust and sort of out of budget for us before we were at this size in 2024. And I would love to get away from it, honestly, because it is expensive. But I do like a lot of things about it. I would say our onboarding is, like, second to none \u2014 we have a beautiful onboarding. I love that the quizzes are all in one place, so that they can get quizzed on what they just saw. So why did I choose Trainual over anything else? The excellent onboarding and customer service from them was incredible. We needed a journey, not just a Google slideshow, how we used to do it. And like I said, I love the quizzes embedded and not needing anything separate.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Transparently, I literally had a meeting last week, for two hours, going over a new product that will be coming down the path from ZenMaid called MaidPath, and it is supposed to basically eradicate my need for Trainual, which I&#8217;m really, really excited about. I have no timeline on when this is going to be released, but just know that I am hands-in on this project and giving as much feedback as possible, so that it is useful to me \u2014 and therefore to you guys \u2014 when it comes to this new product from ZenMaid, which is really, really exciting. And that would allow us to have all of our training for our staff in there, which I&#8217;m so excited about \u2014 training, SOPs for office staff \u2014 like, it&#8217;s going to be incredible. And so it is one of my new favorite things that we are working on at ZenMaid. So I&#8217;m super excited about that, and it&#8217;s cool to be a part of it. So the goal is to not be using Trainual forever.<\/p>\n\n\n\n<h2 id=\"heading-13\" class=\"wp-block-heading\">Canva: Graphics and Design<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">So I did want to mention \u2014 I forgot to put Canva in my presentation as well, and that is technically \u2014 honestly, it&#8217;s probably more of a daily than a weekly, but it&#8217;s not technically every day. But we&#8217;re all in it so often. We do pay for the Canva, like, premium. I think it&#8217;s worth it, based on all of the features. And Canva I&#8217;ve been using, I would say, almost since day one. I love Canva. I mean, really, if I look, we probably are in it every single day, because every one of us \u2014 so me, my executive assistant, my HR director \u2014 I think everybody is in Canva at least once a week. But probably the HR director, me, and my executive assistant are in it the most. I use it for my video editing. We use it for all of our graphics, for all of our marketing, any internal graphics \u2014 like, we just use it all the time. So I love Canva. I&#8217;m sure many of you guys love Canva too. It&#8217;s just \u2014 it&#8217;s a fantastic software for easy editing of all of the things and making everything pretty.<\/p>\n\n\n\n<h2 id=\"heading-14\" class=\"wp-block-heading\">Guideline: 401k Management<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">On to monthly use softwares. I also don&#8217;t know how much I spend on Canva, because I forgot to put it in here. So \u2014 Guideline, and Guideline is a 401k management software. We started using this in March 2023, when we were at $40K a month. So this is when we introduced a 401k retirement plan to our company. That&#8217;s right \u2014 we were almost $40K a month. So, if you guys are freaking out, and you&#8217;re making $5K a month, and you&#8217;re like, &#8220;I can&#8217;t offer anybody retirement&#8221; \u2014 right, you can&#8217;t, because why could you? There&#8217;s not enough money yet, guys. So don&#8217;t put so much pressure on yourself. Right? You don&#8217;t need every single benefit. You shouldn&#8217;t feel bad, because that costs money, especially if you&#8217;re doing an employee match.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">And so for us, our monthly cost is $119 per month, plus $8 per participant. We currently have, you know, our normal 29 to 30 users. And as I said, why we need it: for what it does for 401k management, and it integrates really beautifully with Gusto. Guideline is a partner of Gusto, so they integrate together. Who uses it most? Director of HR and our cleaners, though we all have our 401k in here.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So, for me, I did do quite a bit of research when I was looking at the different 401k options \u2014 of, like, where should we house this \u2014 and Guideline came out on top. We&#8217;ve been really happy with it, honestly. It&#8217;s very easy. I found it, like, an easy solution to provide a retirement plan. We can change and adjust any of the settings, where it&#8217;s like, okay, we want to match more, or whatever. And logging in as a user \u2014 as somebody who has a 401k through my company now \u2014 I find it very easy as a user, and so do my cleaners. All of my staff does. So yeah, it&#8217;s nice. I really like offering this benefit. Of course, I think it&#8217;s important. So I think it&#8217;s a great goal for everybody to have. We could have afforded it earlier on, but I just found it a bit overwhelming. But it&#8217;s definitely one of our most popular benefits, because it makes it more of a career instead of just a job. So it works well \u2014 set it and forget it. Would recommend. Would absolutely recommend. So don&#8217;t be afraid to at least get a quote, see how much it would cost you, and maybe it&#8217;s in the future for you guys.<\/p>\n\n\n\n<h2 id=\"heading-15\" class=\"wp-block-heading\">The Gift Card Cafe: Gift Card Management<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Okay, the next monthly software is going to be The Gift Card Cafe, which I hadn&#8217;t thought about in, like, seven years, because I started using it in October 2019, when we were at $12K a month. The monthly cost is $5.95 per order. We have one user, and it is gift card management. So why we need it: so that we can offer digital gift cards, and so that we can track gift card balances \u2014 which is really the most important part of it, easily tracking the balance. Who uses it most? The payroll and accounts manager and the customer relations manager.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Why did I choose this over others? It works, I guess. The interface is shitty, but it works with the low volume of gift card sales we do. I should probably look for a better option, and I still haven&#8217;t, because we just do so few gift cards \u2014 it&#8217;s just not really a problem for us. So this is not something I would recommend, frankly. I was like, there&#8217;s probably a better solution here to do this. But it&#8217;s cheap, and it only costs us money when we make a sale. So yeah, it&#8217;s something I&#8217;m going to be looking into. I&#8217;ll let you guys know if I make a change here. But it&#8217;s just not a heavy traffic area of sales for us. We sell very few gift cards. So I would like to have a better option \u2014 ideally one where they could, like, buy on the website, honestly. So I need to work on that. I need to work on that. I&#8217;ll add it to the list of to-dos.<\/p>\n\n\n\n<h2 id=\"heading-16\" class=\"wp-block-heading\">Mailchimp: Email Marketing<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Next is going to be Mailchimp. I started using Mailchimp in October 2019 \u2014 so almost right away at the beginning of the business, at $12K a month. It now costs us $105 a month. I used to use the free version. The reason we do not use the free version now is because we have too many contacts, right? We have several thousand contacts, and we priced ourselves out. So we currently have one user, and the category is email marketing.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So that&#8217;s why I need it: email marketing. I love that it integrates via Zapier with ZenMaid. So every time somebody gets added to our ZenMaid, they are automatically getting added to our email marketing list. So this is so important \u2014 it&#8217;s one of the first automations that I suggest when I&#8217;m doing a consulting call. It&#8217;s one of the first zaps that you do: when somebody is added to your scheduling software, they get added to your email marketing list. And this is where I believe GoHighLevel does really well \u2014 their email marketing is integrated. However, if you ever want to move away from GoHighLevel, for whatever reason, well, that could be a problem.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So who uses it most? Executive assistant, then me, and then my customer relations manager. So we are sending out email marketing every single month. This is also on my to-do list: to figure out, like, drip campaigns for email marketing. It&#8217;s not something I&#8217;ve ever done, but I would like to explore that. So, if you guys have any recommendations on anybody who is an expert on drip marketing, I would love to have a conversation with them, because it&#8217;s just not something that I&#8217;ve done. And by drip marketing, like, campaigns, what I mean is that it&#8217;s like a journey \u2014 an automated journey. Like, for a lead, of what happens to them. Like for us, when somebody gets added to our email marketing list, I believe they get, like, an automatic welcome email, potentially \u2014 I don&#8217;t know if I have that set up \u2014 and then everything else is, like, our manual emails. So I would really love to have something like that happening for them, but I&#8217;m just not sure about it yet. So it&#8217;s something I have on \u2014 actually, this month&#8217;s tasks for me \u2014 to deep dive into that topic and really start building out a drip marketing campaign and understanding how it works. I have several, like, big kind of marketing-type tasks to do this month, and that is one of them.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So why did I choose this over others? It was a great free plan, and it connected with ZenMaid via Zapier, like I said, and it works well for what we need. No need to look elsewhere. So I&#8217;m sure there are lots of email marketing options.<\/p>\n\n\n\n<h2 id=\"heading-17\" class=\"wp-block-heading\">Audit Your Software Regularly<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">So that is all of them. I hope I gave as much of an overview for each of them as you guys find useful. If you have any specific questions on any of these softwares, or maybe you have a recommendation, please, please, please leave them below. But again, as I reiterated throughout the episode, I really want you guys to think about the needs in your business, and how you are solving them, and is it worth it for you to be doing it in the way that you&#8217;re doing it \u2014 especially if it&#8217;s being done manually? Because, for example, The Gift Card Cafe \u2014 okay, that comes up very rarely. I could maybe figure out a more manual option for that that doesn&#8217;t cost this, that, or something. You know, I&#8217;m not sure. I&#8217;m not sure. But that&#8217;s a good example of, like, I need to think about that.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">I think it&#8217;s super important to do software audits regularly. That is a task that we are doing either quarterly or every six months \u2014 we&#8217;re auditing the software, and our recurring charges in general, right? Like, that&#8217;s good budgeting behavior \u2014 to be auditing and making sure you&#8217;re looking at everything recurring. Be ruthless, guys \u2014 cancel stuff when you should cancel, just like we do in our personal finances. Right? So I think it&#8217;s important to really look at every software. Like, what is it doing? Is there anything that it could do that we&#8217;re not utilizing? Right \u2014 and really using the software as much as we can, to the fullest. Are there new features? Because every software, for the most part, is putting out new features, especially the more complex ones. So are you aware of the new features? Are you paying attention to their product marketing emails every week? You know, ClickUp sending an email that&#8217;s talking about, like, the changes that they&#8217;re making \u2014 I read those emails, because I want to understand: is there something new that I should be doing or using, or can I go try something out? And not everything is going to be relevant, but I think it&#8217;s really important, if you&#8217;re paying for a software, that you understand the new things that are coming out and give them a go, because they may solve a problem for you. Just like ZenMaid is releasing new features all the time \u2014 it&#8217;s important that we are aware of them and can go try them out and provide feedback, so that they can make it better.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So I hope that this one was useful. I know it was a really lengthy one, guys. I do apologize, but I think that it&#8217;s important to talk about all of these in depth. If you would like any specific content made on any of these softwares, let me know. Maybe we can make something happen. I&#8217;d like to go into detail where you guys actually want to hear more. And of course, I&#8217;m always open to feedback. But I also know the cost of change, and if something is not broke, it needs to be really, really good for me to change \u2014 because, especially at the size of our ship now, making a change is huge. So I keep that in mind. I really try not to suggest things or look at changing something unless it&#8217;s, like, a huge problem, right?<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So yeah, if you guys made it through the entire video, please leave a like and leave me a comment. It&#8217;s September now. What&#8217;s in September? Labor Day. We&#8217;re going to the beach this weekend for Labor Day, which I&#8217;m really excited about. So maybe leave me a little beach ball or beach umbrella down below, if you guys can, if you made it this far. I would love if you would hit that subscribe. If you are on Apple Podcasts or Spotify, and you guys could leave us a review, that helps other owners find this content, so that we can help educate and uplift our entire industry.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If you are not going to CleanCon this year, or haven&#8217;t heard of CleanCon, I would love to see you there. It&#8217;s gonna be in Austin, Texas, at the end of September. We will link CleanCon down below, because I would love to meet you there \u2014 love to give you a hug, talk to you. We&#8217;re gonna have some cool stuff at the ZenMaid booth. And honestly, CleanCon \u2014 CleanCon, yeah, CleanCon is so fun! It really is a blast, and you learn so much. So they put a lot of effort in. It&#8217;s only for residential cleaning businesses \u2014 that is what the content and messages are for. And I certainly learned a ton last year.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">You can tell I&#8217;m hungry, because I&#8217;m babbling. I need to go eat something, guys. I am just nose-diving. My blood sugar is dropping as we speak. Leave a count down below if you were counting how many times I said &#8220;literally,&#8221; and how many shots we would have had to take \u2014 we would have had to die. But anyway, I will see you guys on the next episode of the Filthy Rich Cleaners. Thanks for listening!<\/p>\n\n","protected":false},"excerpt":{"rendered":"<p>Listen on: Apple Podcasts, Spotify, or YouTube Stephanie: Hello everyone, welcome or welcome back to the Filthy Rich Cleaners podcast. I am your host, Stephanie from Serene Clean, and in today&#8217;s episode we are going to be breaking down Serene Clean&#8217;s software stack as a $130K a month cleaning business. 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