Substitutoo

Manage a domestic-cleaning franchise journey from first enquiry to delivered work, approved hours, invoicing and payment reconciliation.

  • From enquiry to paid work

    Keep demand, service details, delivery evidence, approved hours and receivables connected.

  • A clear workspace for each role

    Cleaners use a phone-first field app; partner teams, franchisors and Head Office see their governed views.

  • One customer-owned instance

    Brand, data, files, provider credentials and operations remain within a dedicated deployment.

One operational view of a cleaning franchise

Substitutoo brings public demand, partner operations, field delivery and network oversight into one customer-owned instance. Each role sees the records and actions relevant to its responsibility.

Read the user guide

The Substitutoo public site introduces services and directs visitors to the relevant enquiry journey.View full size
The Substitutoo public site introduces services and directs visitors to the relevant enquiry journey.

The connected operating record

Each capability contributes to the same traceable service journey.

EnquiriesCapture and qualify
CustomersContacts and homes
QuotesVersion and decide
VisitsPlan and deliver
EvidenceCapture and retain
HoursSubmit and approve
FinanceInvoice and reconcile
NetworkAggregate oversight

Designed around the people doing the work

Franchise teams

Move an enquiry through qualification, quoting, scheduling, delivery and finance inside one partner boundary.

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Cleaning operatives

Read the brief, complete assigned work, capture evidence and submit hours from the field app.

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Franchisors

Review aggregate partner and territory figures without opening protected operational records.

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Head Office

Onboard partners, maintain territories and shared content, and resolve enquiries that need allocation.

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From a request to a reconciled service

The record moves through governed decisions without losing the customer, home, visit or financial context.

  1. 1

    Capture

    A visitor submits the shared, partner or embedded enquiry form.

  2. 2

    Allocate

    Server-side address and territory context determines the partner or Head Office review queue.

  3. 3

    Qualify

    The partner contacts the prospect and creates the customer and home records.

  4. 4

    Quote

    A reviewed version is sent through a protected customer decision link.

  5. 5

    Schedule

    Accepted or recurring work becomes dated visits and eligible assignments.

  6. 6

    Deliver

    The cleaner follows the brief, records evidence and reports the outcome.

  7. 7

    Approve

    The office reviews submitted hours and agreed costs.

  8. 8

    Invoice

    The visit becomes a locked receivable and is queued to Xero.

  9. 9

    Reconcile

    Imported payments update the balance or enter a manual match queue.

Run the work from the enquiry pipeline

Office Administrators and Franchise Owners work inside one partner's operational boundary. The enquiry record connects the original request to customer, home, quote and delivery work.

  • Stage-based enquiry handling
  • Separate customer, contact and home records
  • Quotes, visits and recurring schedules
  • Timesheet approval, invoicing and operational exceptions
The enquiry pipeline is the back-office starting point for a franchise team.View full size
The enquiry pipeline is the back-office starting point for a franchise team.

Give cleaners a focused field workspace

My Day keeps assigned visits and the next job in view. Visit details place the brief, access instructions, contacts, risks and work actions in a touch-first flow.

  • My Day and weekly rota
  • Brief of Works and home contacts
  • Before, During, After and Document evidence
  • Outcome and timesheet submission
My Day gives an Operative the current assigned work without exposing partner finance.View full size
My Day gives an Operative the current assigned work without exposing partner finance.

See franchise performance without crossing the data boundary

A Franchisor sees aggregate network figures, partner summaries and audit totals. Customer, home, workforce and evidence detail remains inside each partner.

  • Partner and territory summaries
  • Aggregate operations and finance
  • Network audit counts
  • CSV export within the same aggregate scope
The Franchises view compares partners using governed aggregate information.View full size
The Franchises view compares partners using governed aggregate information.

Coordinate the network from Head Office

Head Office starts with enquiries that need allocation, then manages partner lifecycle, territories, shared classifications, product content and operational status under separate permissions.

  • Territory-based enquiry review
  • Partner onboarding and lifecycle
  • Shared service and reference taxonomies
  • GDPR requests, notifications and system status
The enquiry-review queue keeps ambiguous public enquiries visible until an authorised allocation is made.View full size
The enquiry-review queue keeps ambiguous public enquiries visible until an authorised allocation is made.

See the product through each role

These are current interface captures from the role crawl; demonstration records illustrate the controls rather than customer performance.

The Substitutoo public site explains domestic-cleaning services and routes visitors to the right enquiry journey.View full size
The Substitutoo public site explains domestic-cleaning services and routes visitors to the right enquiry journey.
Service pages present the domestic-cleaning work available through the network.View full size
Service pages present the domestic-cleaning work available through the network.
A partner website combines local information, services and a direct quote route.View full size
A partner website combines local information, services and a direct quote route.
The shared enquiry asks for the home, service and contact details needed for allocation.View full size
The shared enquiry asks for the home, service and contact details needed for allocation.
My Day shows assigned work and current operational status.View full size
My Day shows assigned work and current operational status.
An in-progress visit keeps the brief and allowed work actions together.View full size
An in-progress visit keeps the brief and allowed work actions together.
The enquiry pipeline is the partner team's operational starting point.View full size
The enquiry pipeline is the partner team's operational starting point.
The calendar gives the office dated views of planned and active visits.View full size
The calendar gives the office dated views of planned and active visits.
Submitted hours enter an approval queue before they feed finance.View full size
Submitted hours enter an approval queue before they feed finance.
The Franchise Owner reviews partner delivery and operational results.View full size
The Franchise Owner reviews partner delivery and operational results.
The Franchisor compares aggregate network and partner figures.View full size
The Franchisor compares aggregate network and partner figures.
Head Office maps territories to Franchise Partners and keeps coverage gaps visible.View full size
Head Office maps territories to Franchise Partners and keeps coverage gaps visible.

Live demo

Each demo is a working copy of Substitutoo with sample data, open for you to try.

What the dedicated deployment means

AreaCurrent Substitutoo modelExplicit boundary
Operating modelOne domestic-cleaning franchise instanceNo cross-customer shared database
Partner accessPartner-owned operational recordsNo partner-specific custom hostname or separate external client tier
Customer interactionEnquiry, protected quote decision and emailed invoiceNo customer account portal
Field workResponsive web app with supported offline captureNo native mobile application or full offline rota
AccountingInvoices, bills and payments synchronised with XeroSubstitutoo is not the accounting ledger

The service record stays connected

Demand, delivery and finance retain their references while each role sees only its governed scope.

Enquiry
↓
Customer + Home
↓
Quote + Visit
↓
Evidence + Hours
↓
Invoice + Payment

Inside each Franchise Partner

  • Customer and home records
  • Visit delivery and cleaner assignments
  • Evidence, approved hours and partner finance

Across the network

  • Franchisor aggregate views
  • Head Office partner and territory governance
  • Shared content, configuration and operational status

Shape the instance around the customer organisation

  1. 1

    Confirm the operating model

    Map services, territories, partner responsibilities and customer journeys.

  2. 2

    Prepare brand and content

    Configure identity, service copy, images, menus and approved legal content.

  3. 3

    Configure the instance

    Set roles, taxonomies, providers, feature flags and partner starter content.

  4. 4

    Review representative journeys

    Walk public, operative, partner, franchisor and Head Office work with the right actors.

  5. 5

    Hando over ownership

    Deliver source, deployment, runbooks and customer-controlled accounts and secrets.

Keep responsibility and evidence clear

Server-owned tenancy

The addressed partner or territory result establishes ownership; a browser field does not.

Immutable issued records

Sent quotes, invoices, approved hours and evidence histories are corrected through governed follow-on records.

Asynchronous providers

Email, Xero and enrichment work is queued and recorded without pretending every provider call succeeds.

Situations the product supports

A household asks for regular cleaning

The address reaches the responsible partner, the office qualifies the need and a protected quote starts the work.

A cleaner loses signal inside a property

Supported captures remain pending on the device and replay when the connection returns, with per-item server results.

A franchisor reviews the network

Aggregate partner and territory figures support oversight without exposing household or cleaner records.

Questions about Substitutoo

Who is Substitutoo for?

Domestic-cleaning and home-help businesses operating a franchise network, with field operatives, partner offices, franchisors and Head Office.

Does a household customer need an account?

No. A customer submits an enquiry, receives a protected quote-decision link and receives invoice documents by email.

Can Head Office read every partner record?

No. Head Office has governed product responsibilities. Partner operational records retain their tenant access rules; the Franchisor view is aggregate and read-only.

Does the field app work offline?

Supported evidence, timesheet and visit actions can queue for replay. This does not make the complete application or rota available offline.

Does Substitutoo collect card payments?

No direct card-payment flow is presented. Xero is the accounting ledger and supplies payment records for reconciliation.

Can the product be customised?

Brand, content, configuration and approved product options can be tailored. Requirements that need new behaviour are separately scoped design and development work.

Follow the guide for your role

Each guide uses the current interface, the actor who performs the task and the result to check.

Domestic cleaningFranchise operationsField evidenceXero reconciliationNetwork oversight

Explore Substitutoo in context

Open the role guide to follow a real task, or use the product screens to discuss how the current workflows fit your organisation.

Read the user guideSee product screens

See it working before you commit

We build a working prototype first, so you decide against something real.

Start a project
See what it costs