466 turnovers a month. Almost no admin.
KBG Solutions outgrew WhatsApp, Post-it notes and then Google Sheets. Here's how they moved 70 short-let properties and around 20 cleaners onto RoomZoom in under an hour — and got back to growing the business.
- cleans in September
- 466
- cleans in September
- short-let properties
- 70
- short-let properties
- cleaners on the app
- ~20
- cleaners on the app
- to get set up
- < 1 hour
- to get set up
A growing cleaning business with more than cleaners.
KBG Solutions is a cleaning business based around Lincolnshire, specialising in short-term lets and commercial cleaning. What sets them apart is their own dedicated laundrette and window-cleaning teams.
Around 30 people work at KBG, including about 20 cleaners. They look after every kind of short-term let: central city apartments, luxury villas, hotels and rental homes.
Everything was in a different place.
KBG started where most cleaning companies do: WhatsApp, emails, text messages and Post-it notes. As they grew, they moved to Google Forms and Google Sheets — and outgrew that too.
Keeping the sheets working took constant effort: sharing new forms, patching things as they creaked along. Cleaners clocked in on one system, sent photos over WhatsApp, and the schedule lived somewhere else.
Scheduling took 5–7 hours a week, plus another 2–3 hours on invoicing at the end of each month. Worse, cleans were sometimes missed — a client might add one to the sheet just hours before checkout, leading to arguments over who had dropped the ball. And when damage came up, there were no photos to show when it had happened.
Live in under an hour.
KBG moved onto RoomZoom in September. The RoomZoom team took their existing spreadsheet of cleans and imported it for them, so all KBG had to do was choose which cleaner looks after each property. The whole thing took less than an hour.
We still spot check properties, but knowing every clean has an AI check means we will catch the big things quickly.
Admin went from hours a week to almost zero.
Clients run their own bookings
Clients connect their Airbnb and Booking.com calendars themselves and see their own dashboard. KBG's clients are much happier not having to send bookings over — the cleaning just runs itself.
One place for everything
The schedule, properties, cleaners, clock-ins and photos all live in RoomZoom. It's the part KBG says has made the biggest difference.
Cleaners took to it quickly
Cleaners find it easy to pick up: their jobs, key codes and property details are all on their phone.
“It's so easy to understand, and everything I need is right here, like codes and property details.”
Their client's standards, checked on every clean.
One of KBG's clients insists on a very specific bed configuration. RoomZoom helped KBG describe it in the property's AI instructions — and now every clean is checked against it, and any bed that doesn't meet the standard is caught.
The result: no more issues or complaints from that client. And when a question comes up about damage, there are photos from every clean to show what state the property was left in.
- ✓Bed is made with clean white linen and a neat grey throw
- ✓Rolled towels are placed neatly as a finishing touch
- ✓Floor is clear of rubbish and guest items
- ✗Duvet cover/white linen has a few minor creases near the pillows
- ✗Cable from the left-hand bedside lamp hangs loose down the wall
Real photos from KBG cleans, with the findings RoomZoom's AI gave each one.
Without RoomZoom we wouldn't be able to spend time growing the business and taking it to the next level. We'd still be in the weeds, worrying about the basics.
- ✕ Bookings arrived by WhatsApp, email, text and Post-it notes
- ✕ Then Google Forms and Sheets — which needed constant upkeep
- ✕ Clock-ins in one system, photos on WhatsApp, schedules somewhere else
- ✕ Missed cleans when a client added a booking to the sheet hours before checkout
- ✕ Damage disputes with no photos to show when it happened
- 5–7 hours a week on scheduling, plus 2–3 hours of invoicing each month-end
- ✓ Every property, booking and cleaner in one place
- ✓ Clients connect their own Airbnb and Booking.com calendars, so bookings arrive automatically
- ✓ Cleaners see codes and property details on their phone
- ✓ Every clean gets an AI quality check against KBG's own standards
- ✓ Photo evidence from each clean, ready if a question comes up
- Admin: almost zero
“If you're cleaning short-term lets and struggling like us with admin all over the place, I'd 100% recommend giving this a try. It will change your business.”
Kamila Ureche, Director, KBG Solutions
No card needed · We'll help import your existing bookings