CogentIntelligence
AI agents for cleaning and facilities companies
Quote requests, staff absences and client messages arrive all day. Cogent answers, covers and confirms so your managers aren't on the phone at 6am.
01Where the week goes
We work with commercial and domestic cleaning companies and facilities management firms. The details differ from firm to firm, but the same few jobs come up on almost every discovery call:
- Quote requests. Every quote needs size, frequency and access details before you can price it.
- Staff cover. Absences arrive early and need covering before the client notices.
- Client communication. Key holding, access changes and complaints all need a reply.
- Invoicing. Recurring contracts, extras and late payers.
None of these need your expertise. They need doing quickly, the same way every time, and that's exactly the kind of work AI agents do well, with your Business Map telling them how your business runs.
Key idea
Clients rarely leave because of one missed clean. They leave because they weren't told.
02Agents built for cleaning and facilities companies
These are the agents we most often switch on first in this sector. Each one reads your second brain, works around the clock and asks you before anything that matters.
- Trigger
- A quote request comes in
- Does
- Asks about size, frequency and access, and drafts a price from your rate card
- Asks you
- Before any price is sent
- Trigger
- A cleaner reports an absence
- Does
- Messages available staff by your rules and confirms the cover
- Asks you
- When cover means overtime
- Trigger
- A job is completed
- Does
- Sends a completion note and logs issues for follow-up
- Asks you
- Before replying to a complaint
Your first agent is the one with the highest score on your discovery call, not the one on the top of this list. Most firms add a second and third over the following months.
03Ask your business anything
Because every agent writes to the same memory, you can ask questions in plain English that used to mean an afternoon in spreadsheets and inboxes.
YouWhich contracts had missed cleans this month?
CogentTwo: Brindley Court once and the Solihull office twice. Both were covered late.
YouWhat's our hourly rate for end-of-tenancy work?
Cogent£28 an hour, with a 3-hour minimum. Ovens are an extra £45.
04Your Monday briefing
At 7am every Monday you get a short briefing built from your own tools: what came in, what's stuck and what changed.
05Find your peak
On the call we score every repeating job by hours a week × how easy it is to hand off (1 hard, 2 medium, 3 easy). The highest score gets built first. Here's how a typical list might look.
| Job | Hours a week | Ease | Score |
|---|---|---|---|
| Answering quote requests | 5 | 3 | 15 |
| Covering absences | 4 | 3 | 12 |
| Timesheets | 3 | 3 | 9 |
| Client updates and issues | 3 | 2 | 6 |
| Invoicing extras | 2 | 3 | 6 |
Example · dummy data. Score = hours a week × ease.
In this example, answering quote requests is the peak. Run your own numbers with the calculator on our home page, or bring them to the call.
06Where approvals sit
Every agent starts on a short lead. Here's a typical starting point for this sector. Yours is written into your Business Map.
Does alone
- Logging absences and jobs
- Drafting quotes and messages
- Updating rotas
Asks first
- Prices and quotes
- Messages to clients
- Overtime and agency cover
Never
- Handing out key codes
- Agreeing contract changes
Key holding and alarm codes are never shared by an agent.
07Works with the tools you already use
We connect to what you have rather than asking you to move. Common tools in this sector include Swept, Jobber, ServiceM8, Connecteam, Deputy, Xero, QuickBooks, WhatsApp and email. If a system has no integration, a Portal Operator agent can work it the way a person would.
08Questions
Can AI quote for cleaning jobs?
It gathers the details and drafts a price from your rate card for you to approve.
How can I cover cleaner absences faster?
A Cover Finder messages available staff in order of your rules as soon as an absence is reported.
Does it work for domestic and commercial cleaning?
Yes. The rules differ, and they're written into your Business Map.
Does it work with Swept or Jobber?
Most job and rota apps can be connected.