WorkAI Automation
Tidy Kiwi: one system from estimate to paid commission
A website, referral programme and operations platform for an Auckland cleaning company.
- Client
- Tidy Kiwi
- Year
- Updated
- Stack
- Live
- tidykiwinz.com
- 01
Estimates, jobs, checklists and invoices run in one system
- 02
Referral commissions calculate themselves once a customer pays
- 03
Connected to Xero, so GST is filed from the same records
How it flows
One job, from enquiry to paid commission
Every step runs in Cactiq Relay, our operations platform. Here is a single end-of-tenancy clean moving through it.
Runs on
cactiq relay
- 01Enquiry
A customer fills in the estimate form on tidykiwinz.com, with an optional referral code.
- 02Estimate
Cactiq Relay drafts the estimate. Staff check it, edit if needed, and send.
- 03Job
The customer accepts. The job is created and assigned to a cleaner automatically.
- 04Checklist
The cleaner works through the task template, uploads photos and marks it done.
- 05Invoice
A card lands in the accountant’s pipeline. The invoice goes out from the system.
- 06Paid
Reminders follow up until it’s paid. The payment syncs to Xero for GST.
- 07Commission
If the customer was referred, the commission calculates itself and joins the next payout file.
Automations in motion
The admin that now runs itself
Behind the website sit six automations. Each one took a job someone used to do by hand.
Forms to estimates
A website form that writes the first draft
The estimate form posts straight into Cactiq Relay. The system reads the service, rooms and extras, drafts a priced estimate and keeps the conversation on the same record.
ReplacesCopying enquiries out of an inbox and pricing each one from scratch
Cleaner checklists
Every job carries its own checklist
Each service has a task template. Cleaners tick items off on their phone, add before-and-after photos, and marking the job done tells the office it’s ready to invoice.
ReplacesPaper checklists, photos lost in camera rolls, “is it finished?” texts
Unpaid invoices
Polite reminders that send themselves
Invoices go out when the job closes. If one sits unpaid, friendly reminders follow on a schedule and stop the moment the payment lands.
ReplacesScanning a spreadsheet for overdue invoices and writing chaser emails
Xero and GST
The books keep up on their own
Invoices and payments sync to Xero from the same records the team works in, so GST returns are built from data that’s already there.
ReplacesRe-keying invoices into Xero at the end of every month
Referral payouts
Commissions that calculate themselves
When a referred customer pays, the referrer’s commission is worked out. Payouts export as one bank batch file, with a statement each referrer gets as proof.
ReplacesMatching referral codes to payments by hand and paying people one by one
Complaints
One thread from complaint to fix
A complaint from the website is matched to the customer’s last job. Staff, cleaner and customer talk in one thread, with internal notes the customer never sees.
ReplacesComplaints split across email, phone and text with no record
Admin time
Where the hours come back
The admin behind a single job, done by hand and done by the system.
Back every week
28hours
47 min of admin per job becomes 5 min
Estimate from typical task times for a small cleaning team, not a measurement. Drag to match your volume.
Tidy Kiwi runs eight cleaning and care services across Auckland: homes, offices, end-of-tenancy, carpets, Airbnb turnovers, car grooming, lawns and gardens. We built their website at tidykiwinz.com, and behind it a single system on Cactiq Relay, our operations platform, that carries each job from the first estimate request through to payment.
The result
Every step from enquiry to paid commission now runs in one system: estimates, jobs, checklists, invoices, reminders, GST and referral payouts. Every customer conversation, job and complaint is on record in one place.
What’s possible
More a cleaning business can automate
Tidy Kiwi’s system keeps growing. These are the next automations we’d build for any cleaning company. Pick the ones that fit yours.
Win the work
Turn more enquiries into booked jobs, faster.
- Instant online bookingCustomers pick a slot from live cleaner availability and pay a deposit.
- Estimates from photosAI reads photos of the space and suggests hours and extras for staff to approve.
- Quote follow-upAn unanswered estimate gets a nudge after two days and a last call after a week.
- Missed-call text backA missed call gets an instant text with a link to the estimate form.
Run the jobs
Less juggling between the office and the van.
- Recurring cleansWeekly and fortnightly clients schedule themselves, with skips and holidays handled.
- “On my way” textsThe customer gets a text with an ETA when the cleaner leaves the last job.
- Route planningEach day’s jobs are ordered to cut drive time between suburbs.
- Airbnb turnover syncGuest checkouts from the host’s calendar create turnover jobs on their own.
Get paid
Money in sooner, with less chasing.
- Card on fileRecurring clients are charged when the job is marked done.
- Payment links in every messageInvoices, reminders and texts carry a one-tap pay link.
- Payroll exportHours from completed jobs flow into payroll, ready to approve.
- Cash-flow snapshotA weekly email of what’s owed, what’s due and what’s been paid.
Keep customers coming back
Reviews, rebookings and upsells on autopilot.
- Review requestsHappy customers get a Google review link; unhappy ones go to a manager first.
- Rebooking nudgesA one-off clean gets a “time for another?” message when it’s due.
- Seasonal upsellsCarpet clients hear about spring cleans; lawn clients about autumn tidy-ups.
- Weather reschedulesRain forecast on a lawn day? The job moves and the customer is told.
Run the team
Clear days for cleaners, clear records for the office.
- GPS clock-inCleaners clock in when they arrive on site; timesheets fill themselves.
- Photo quality checksAI flags checklist photos that look incomplete before the job closes.
- Supplies reorderStock used per job is tracked and a reorder list goes out when it runs low.
- Certs and inductionPolice checks and training expiry dates send reminders before they lapse.