Round scheduling
Visits built from contract frequencies, weekly to quarterly, grouped by area and balanced across techs.
Hygiene services software: rounds, units & site reports
Hygiene services: every unit serviced, every site reported. Rounds and reports sorted.
The run sheet is printed on Monday and wrong by Tuesday. Sanitary units go walkabout between sites, the van is out of refills halfway through the round and a facilities manager wants proof every unit on level three was swapped last month. We build round, asset, reporting and billing systems for hygiene services companies that all talk to each other, then we host them and look after them.
Looking for hygiene services software that runs the rounds, the units and the reporting?
A hygiene services company is a logistics business disguised as a washroom business. Hundreds of sites, thousands of units, a dozen different service frequencies and techs in vans trying to get through it all before the shopping centre opens. Most operators run it on a spreadsheet of contracts, printed run sheets, a whiteboard of who's off sick and an accounts person who retypes everything into Xero at month end.
Wollopit builds custom hygiene services software around how your rounds actually run. Contracts generate the visits. Techs scan each unit on their phone and the client gets a service report before the van leaves the car park. Van stock tops itself up on the reorder list and invoices go out on their own. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from hygiene services companies
Does your hygiene services business have these problems? Here's how we'd fix them.
Most hygiene operators we talk to have a great crew and loyal clients. The trouble is everything between the contract and the invoice runs on paper, memory and phone calls.
- The problemRounds planned by handSomeone spends half of Friday working out next week's runs from a spreadsheet of contract frequencies.How we fix itRounds generated from every contract's frequency, grouped by area and ordered for the shortest drive.
- The problemUnits go walkaboutSanitary bins, nappy units and dispensers get moved, swapped or lost and nobody knows what's actually on site.How we fix itQR labels on every unit, with a live register per site, floor and washroom.
- The problemClients want proof of serviceFacilities managers and auditors ask for service records and you're digging through paper dockets.How we fix itA service report per visit, sent automatically, with unit scans, times, photos and the tech's sign-off.
- The problemMissed services slip throughA locked door or a closed school means a skipped visit nobody follows up until the client complains.How we fix itAccess issues logged on the spot, missed units flagged and a revisit booked straight onto the next round.
- The problemVans run dry mid-roundThe tech is out of urinal screens and air freshener refills by lunch and has to come back to the depot.How we fix itVan stock tracked as units are serviced, with a load list for tomorrow's round ready each afternoon.
- The problemContract billing by handMonthly invoices typed from the contract list, extra units missed and annual price rises forgotten.How we fix itInvoices generated from contracts and actual services, with extras added and price reviews on the calendar.
- The problemNew sites take foreverOnboarding a new client means a site walk, a notepad and days of data entry before the first service.How we fix itA site setup app: walk the washrooms, add units as you go and the contract and round are ready that afternoon.
- The problemMulti-site clients are a headacheA school group or a retail chain wants one invoice, one report and a different contact for every site.How we fix itHead office accounts with sites underneath, roll-up reports and billing per site or combined.
- The problemWaste records are a messDisposal weights, tip dockets and transport records for sanitary and clinical waste live in a folder somewhere.How we fix itWaste collected logged per unit and run, with disposal records and reports ready when you need them.
- The problemNobody knows where the techs areA client rings asking when you'll arrive and the office has to call the tech to find out.How we fix itLive round progress on a map, with ETA texts to sites that need someone to let the tech in.
02What we build
Solutions
What we build for hygiene services companies. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Route planning
Rounds ordered for the shortest drive, with site access times and opening hours built in.
Tech mobile app
Today's round on the phone, site notes, door codes, unit scans and photos. Works with patchy signal.
Unit & asset register
Every sanitary bin, nappy unit, dispenser and hand dryer tracked by QR, site and washroom.
Service reports
A report per visit emailed to the client, showing every unit serviced, time on site and any issues.
Client portal
Clients log in to see their units, service history and invoices or request extra services.
Missed service follow-up
No-access and skipped units flagged, with revisits booked and the client told automatically.
Van & depot stock
Refills, liners, screens and consumables tracked per van, with load lists and reorder alerts.
Contracts & renewals
Unit counts, frequencies, pricing and terms in one place, with renewal and price review reminders.
Contract billing
Invoices built from contracts and actual services, pushed straight into Xero or MYOB.
Site onboarding
Walk a new site on a tablet, add units by washroom and the contract and round are ready to go.
Quotes & proposals
Quote a new site from a unit list, send a tidy proposal and turn it into a contract once signed.
Waste & disposal records
Collections, weights and disposal dockets logged per run and ready for reporting.
03The systems
The big ones
Your whole round, on one system.
These are the systems hygiene services companies ask us about most. Each one works on its own and they get properly clever when they're joined up.
Round scheduling
Rounds that build themselves from the contract.
Every contract knows its units and its frequency, so the visits plan themselves. The office sees the week laid out by tech and area, then drags a site across when someone calls in sick.
- Weekly, fortnightly, monthly and 28-day cycles
- Visits grouped by area and tech
- Routes ordered for the shortest drive
- Site opening hours and access windows
- Drag and drop when plans change
- Sick days and leave from Deputy
- One-off and extra service jobs
- ETA texts to sites that need them
- Live round progress on a map
Unit tracking
Every unit on every site, accounted for.
Each sanitary bin, nappy unit, dispenser and dryer gets a QR label. Techs scan it when they service or swap it, so you always know what's on site and what's been done.
- QR labels on every unit
- Register by site, floor and washroom
- Scan to service, swap or remove
- Unit types, sizes and serial numbers
- Damaged and missing units flagged
- Installs and removals logged
- Units on site vs units billed
- Full history for every unit
Service reports
Proof of service, sent before the van leaves.
When the tech finishes a site the client gets a clear report: every unit serviced, time on site, photos and anything that needs attention. Auditors and facilities managers stop chasing you for records.
- Report per visit, sent automatically
- Every unit scan with time stamp
- Photos of issues and damage
- Tech name and sign-off
- No-access reasons recorded
- Monthly summary per site
- Roll-up reports for multi-site clients
- Client portal with full history
- Branded PDF reports
Van stock
Vans loaded right, every morning.
Consumables come off the van as units are serviced, so stock levels stay true without anyone counting. Each afternoon the system builds tomorrow's load list and tells you what to reorder for the depot.
- Stock per van and depot
- Used stock logged as units are serviced
- Load lists for tomorrow's round
- Refills, liners, screens and cartridges
- Reorder alerts for the depot
- Supplier purchase orders
- Stock transfers between vans
- Usage per client and site
Contracts & billing
Contracts in, invoices out. No retyping.
Unit counts, frequencies and pricing live on the contract, so invoices build themselves from what's on site and what was serviced. Extras get added, price reviews come round on time and it all lands in Xero or MYOB.
- Contracts with units, frequency and pricing
- Head office accounts with sites underneath
- Invoices from contracts and actual services
- Extra services added automatically
- Annual price review reminders
- Renewal alerts before contracts lapse
- Invoices pushed to Xero or MYOB
- Card and direct debit payments via Stripe
- Overdue reminders sent for you
04How it changes
Before and after
A monthly service round, wolloped.
Here's how a typical round could change. Every hygiene business runs differently, so we map yours first.
Before
- Print the run sheet from last month's spreadsheet
- Load the van from memory and hope
- Count units on site in your head
- Skip a locked washroom and forget about it
- Client rings asking for service records
- Type the invoices at month end
After
- The round is on the tech's phone in drive order
- The van was loaded from yesterday's load list
- Every unit scanned as it's serviced
- No-access flagged and a revisit already booked
- The service report emailed itself before you left
- Invoices built and sent to Xero automatically
05Services
Everything under one roof
Software, websites and systems for hygiene services companies.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for hygiene services companies
Built around how your hygiene services business actually runs: round scheduling, route planning and the admin in between, in one system you own.
Websites for hygiene services companies
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Hygiene services business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for hygiene services companies
Tech mobile app and unit & asset register: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and Microsoft 365 so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your hygiene services business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside job platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- Microsoft 365
- Google Workspace
- Dropbox
- Deputy
- Employment Hero
- Stripe
- GoCardless
- Twilio SMS
- Google Maps
- ServiceM8
- simPRO
- Ascora
- Jobber
- SafetyCulture
- HubSpot
- Pipedrive
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your hygiene services business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We ride along on a round, sit with the office and look at your contracts, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your contracts, sites, units, rounds, van stock, reports, billing, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before next month's billing run.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things hygiene services companies ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can technicians scan units?
Yes. Every unit gets a QR label so techs scan it on their phone to record a service, swap or removal. It works with patchy signal and syncs when they're back in range.
Can clients get a report after every visit?
Yes. A service report goes out automatically when the tech finishes a site, showing every unit serviced, time on site and any issues. Clients can also log in to a portal for their full history.
What happens when a tech can't get into a washroom?
They mark it no access with a reason. The client is told, the missed units show up in the office and a revisit can be booked onto the next round.
Can it handle clients with lots of sites?
Yes. Head office accounts sit above their sites, with roll-up reports and billing per site or combined on one invoice.
We already use ServiceM8 or simPRO. Do we have to switch?
No. If your job platform is doing its job we build around it, adding the unit register, service reports, van stock or billing it doesn't handle well. If it's holding you back we'll show you what replacing it would involve before anything changes.
Will it work with Xero or MYOB?
Yes. Contract invoices flow straight into Xero or MYOB with the right accounts and tax codes, so nobody retypes them at month end.
How much does a hygiene services system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller pieces like service reports or a unit register can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most hygiene services companies we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a hygiene services business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.