Cleaning Services
400/month
Jobber
Roochi Cleaning is a professional cleaning company based in Colorado, providing residential, commercial, and carpet cleaning services. Established in 2020, the company started with a small team and basic scheduling tools. Over time, Roochi Cleaning has expanded its operations to manage a full-time team of cleaners, supported by a virtual staff handling customer support, recruitment, and marketing.
Their residential services include regular home cleaning, deep cleaning, and move-in/move-out cleaning. On the commercial side, they work with businesses to provide recurring cleaning for offices and commercial spaces. They also offer specialized carpet cleaning services for both residential and commercial clients.
Roochi Cleaning generates new business through multiple channels, including Yelp, Google Business Profile, SEO efforts, and customer referrals. Today, they manage both one-time and recurring appointments across multiple locations in Colorado.
Roochi Cleaning gets new cleaning requests typically through their website, where customers submit a form to request a quote. The team handles every step of the customer journey, from receiving the request to scheduling the job, assigning cleaners, sending reminders, collecting payments, and staying in touch after the service.
Once a lead came in, the team was notified and created a task to start working on it. They prepared a quote and sent it to the customer. After the customer approved it, they scheduled the cleaning and assigned the job to one of their available cleaners.
In the beginning, scheduling and coordination were done using Google Calendar. As the business grew and they handled more appointments, the team moved to Jobber, which allowed them to manage quotes, job assignments, and scheduling in one place. Cleaners were assigned through a drag-and-drop calendar, and customers automatically received confirmation emails and reminders via text and email before their appointments.
Once the job was completed, the team generated an invoice using Jobber and collected payments through Stripe, which was linked to the platform.
To stay in touch with customers and share updates or promotional messages, Roochi Cleaning used Mailchimp, which worked separately from their scheduling and invoicing tools.
Each step in their service flow, from new requests to final payment and follow-up, was handled using different tools that the team worked across daily.
As Roochi Cleaning expanded, they realized that managing their growing operations through separate systems was becoming increasingly difficult. Some of the key challenges they faced included:
Difficulty in tracking customer interactions: While Jobber handled scheduling and invoicing, it did not offer a complete CRM. The team could not easily add details or notes, log customer preferences, or refer to past conversations or emails, making it harder to continue relationships seamlessly over time. Without a single view of the customer, every new interaction often started from scratch.
Lack of integration across communication tools: While Roochi Cleaning was using Zoho Voice to handle calls, the lack of integration between Jobber and their other tools made it difficult to identify who was calling. Staff had to manually search for the caller in Jobber to check whether they were a new lead or an existing customer. Customer history and details weren’t automatically available, which made it harder to deliver consistent service or follow up effectively.
Disconnected systems for operations and marketing: Scheduling and invoicing were handled through Jobber, while marketing emails were sent automatically using Mailchimp. Although the tools worked independently, the lack of connection between them added extra steps to the team’s daily workflow. It also meant higher subscription costs and more manual effort to keep customer data aligned and up to date.
Complexity in scheduling multiple appointments: Managing daily schedules for multiple cleaning teams across different locations quickly became complicated. Without a dynamic and easy-to-use scheduling system, it was challenging to assign jobs efficiently, avoid overlaps, and ensure that cleaners were dispatched based on their availability and location.
Limited visibility across systems: While Jobber handled key stages like lead capture, quoting, scheduling, invoicing, and payment collection, it operated in isolation from the rest of Roochi Cleaning’s tech stack. As a result, the team lacked a unified view of each customer’s journey across tools. Without that end-to-end visibility, it became harder to track progress, spot issues early, or coordinate smoothly between field and office teams.
Despite using multiple platforms to manage different parts of their operations, Roochi Cleaning found that the lack of a fully connected system was making it harder to scale efficiently.
To create a connected system across their customer management, field service operations, communication, and billing, Roochi Cleaning adopted Zoho FSM along with Zoho CRM, Zoho Voice, Zoho Books and Zoho Forms.
New leads entered the system through multiple channels. When a customer filled out a form on their website, it was recorded in Zoho CRM. Once the lead was qualified in CRM, requests were created in Zoho FSM to generate service estimates and schedule appointments.For incoming phone calls and text messages, Zoho Voice automatically logged the interactions and synced them to Zoho CRM, allowing the team to maintain complete customer records without manual updates. Roochi Cleaning also configured CRM workflows to automatically create Contact records for new leads, ensuring no potential customer was missed.
Once customer information was captured, the team created service estimates in Zoho FSM. After an estimate was approved, appointments were scheduled through the Dispatch Console. To make scheduling more efficient, Roochi Cleaning customized their Dispatch Console views to prioritize cleaner assignments based on job type and location. They also added custom fields such as "Property Type" and "Lockbox Access Code" in FSM to capture important details needed for each service, making it easier for field teams to access relevant information before arriving onsite.
Field agents managed their daily jobs through the Zoho FSM mobile app. They accessed service details, viewed property-specific information, completed checklists, updated job statuses, and marked jobs as complete directly from their phones. After a service was completed, the appointment was marked complete in FSM, and invoicing was triggered through Zoho Books. Invoices were generated and sent automatically to customers, with payment reminders set for outstanding balances. Roochi Cleaning also used Zoho Books to automate and trigger follow-ups on unpaid invoices.
Roochi Cleaning introduced cleaning checklists through Zoho Forms. Field agents filled out a checklist after each appointment, while separate forms were used internally to streamline employee onboarding processes. They also introduced KPI tracking using data from FSM and CRM to monitor task completion, documentation standards, and cleaner performance over time.Custom reports were built to separately track field agent activities and virtual assistant tasks, providing better visibility into different parts of their operations.
For customer communication, Roochi Cleaning enhanced their setup with Zoho Voice. Missed calls and voicemails triggered automated SMS follow-ups. All customer interactions, service records, field activities, communication logs, and billing data were maintained across Zoho FSM, CRM, Voice, and Books, giving Roochi Cleaning a unified system to manage their daily operations.
After adopting Zoho FSM, Zoho CRM, Zoho Voice, and Zoho Books, Roochi Cleaning saw meaningful improvements across how they managed operations, customer communication, and field activities. Some of the key impacts included:
The team could track customer inquiries, service history, and follow-ups more consistently across all channels, helping virtual assistants and support staff handle leads without missing information or relying on manual notes.
Field agents were able to view job details, property information, and update service status in real time, reducing mid-day phone calls and improving communication between the field and office teams.
Automated appointment reminders and instant SMS acknowledgements for missed calls helped Roochi Cleaning stay responsive to customers without adding extra manual work for their staff.
Every service was documented through standardized checklists, creating a consistent record of work completed across both residential and commercial jobs.
Using data from service appointments and CRM activities, Roochi Cleaning introduced KPI tracking to monitor field cleaner and virtual assistant activities separately. Over time, they recorded steady improvements in task completion rates and service documentation, with KPI scores rising from around 65% to 90%.
Connecting service management, communication, and billing into a single system helped eliminate duplicate work between teams and kept customer information synchronized across the business.
Everything has improved. Our courtesy call is at 100%. We don’t get bad reviews anymore. Attendance is really good, and that’s very important because missed shifts affect company performance. The whole Zoho platform — FSM, CRM, Forms — works together to make this possible.
Roochi Cleaning is preparing for a major shift in its business model as it expands beyond Colorado into new cities and states. Over the next few months, they plan to experiment with a platform-driven approach centered around self-employed, fully vetted cleaners. Instead of building a team of direct employees, they will onboard independent professionals who pass a rigorous screening process to meet Roochi’s service standards. Customers will be able to search for "Roochi-verified" cleaners in their city through the company’s website, offering a specialized marketplace focused solely on independently operating cleaners rather than cleaning companies. This model is designed to differentiate Roochi Cleaning from broader listing platforms like Yelp and Angi by maintaining strict quality control and ensuring that every cleaner listed is a fully vetted professional. As part of this transition, Roochi Cleaning is heavily investing in SEO to build visibility in new markets and drive growth for the new service model.
To support their expansion, Roochi Cleaning plans to continue using Zoho FSM and its connected applications internally to manage scheduling, service documentation, and billing. Their existing workflows for job management, communication, and invoicing will remain in place as they extend services to new cities. They are also exploring ways to adapt FSM and CRM workflows to streamline contractor onboarding, track independent cleaner performance, and automate customer follow-ups. While their customer-facing structure evolves into a platform model, their operational backbone will continue to be powered by Zoho’s integrated tools, helping them maintain consistency and visibility as they scale.