Account Manager + Billing Coordinator

Every dollar tracked, billed, and collected

Ace's Account Manager monitors every client relationship — running quality check-ins after shifts, flagging retention risks, tracking contract renewals, and notifying clients proactively when crew changes happen. Ace's Billing Coordinator generates invoices from completed shifts, sends branded payment links, follows up on overdue accounts with a 3-stage escalation, and reports revenue back to you.

ACCOUNT MANAGER

Client relationships

Catch issues before they become complaints, stay ahead of renewals, and give clients visibility without requiring them to call the office.

ACCOUNT MANAGER

Clients know before they have to ask

When crew gets reassigned or a shift completes, the Account Manager texts the client proactively. No surprises, no angry calls.

9:41

Dr. Park (Client)

Text Message

Ace

Hi Dr. Park, just a heads up — Fatou Diallo will be covering your Summit Medical cleaning tonight instead of James. Same time, same quality.

Just now

Client

Thanks for letting me know

Just now

Text Message

↑

ACCOUNT MANAGER

Your clients see everything — without calling you

Each client gets a portal link to view their invoice history, upcoming cleaning schedule, and recent quality reports. No login needed. One tap from any text. Fewer status calls, more trust.

9:41

Prestige Cleaning Co.

Client portal for Meridian Office Park

ScheduleInvoicesQualityContract

Upcoming schedule

Meridian Tower

Mon, Apr 7 | 6 - 10 PM

Crew: Maria G., Carlos M.

Confirmed

CHECKLIST

VacuumMopRestroomsTrash

Meridian Annex

Wed, Apr 9 | 8 - 11 PM

Crew: Fatou D.

Scheduled

Latest invoice

INV-2026-004

Due Apr 15 | $6,500

Recent quality

★★★★★5/5 items complete

ACCOUNT MANAGER

Bring your book of business with you

Drop your client list or prospect pipeline as a CSV. We accept exports from HubSpot, Salesforce, Swept, Jobber, and most spreadsheets — no column reformatting.

swept_clients_export.csv

247 clients · 12 KB

Account Name→Client Name

Billing Email→Contact Email

Service Address→Location

Monthly Rate→Monthly Value

Auto-mapped from Swept export

ACCOUNT MANAGER

Client check-ins after every shift

The Account Manager texts clients after every shift to catch issues before they become complaints.

9:41

Sarah Chen (Client)

Text Message

Ace

Hi Sarah, the team just finished at your Meridian Tower office. Everything look good? Let us know if anything needs attention.

Just now

Client

Looks great, thank you!

Just now

Text Message

↑

ACCOUNT MANAGER

Retention risks caught early

The Account Manager tracks response patterns, complaint frequency, and satisfaction trends. When a client shows signs of churn, you get alerted before renewal time.

Meridian Office Park

Sarah Chen · (415) 555-1001

Active

ACV

$72,000

Rev/Sqft

Complete

87.5%

Health

95%

Last Cleaned

14 hours ago

ACCOUNT MANAGER

Contract tracking with renewal alerts

See contract status, value, and renewal dates. The Account Manager alerts you 30 days before renewals.

Client

ACV

Health

Renewal

Meridian Office

$72,000

HealthySep 30, 2026

Summit Medical

$69,600

HealthyOct 31, 2026

TechFlow Cowork

$57,600

HealthyDec 31, 2026

Bay Area Law

$52,800

AttentionSep 14, 2026

Presidio Fin

$28,800

HealthyJul 31, 2026

ACCOUNT MANAGER

Clients know before they have to ask

When crew gets reassigned or a shift completes, the Account Manager texts the client proactively. No surprises, no angry calls.

9:41

Dr. Park (Client)

Text Message

Ace

Hi Dr. Park, just a heads up — Fatou Diallo will be covering your Summit Medical cleaning tonight instead of James. Same time, same quality.

Just now

Client

Thanks for letting me know

Just now

Text Message

↑

ACCOUNT MANAGER

Your clients see everything — without calling you

Each client gets a portal link to view their invoice history, upcoming cleaning schedule, and recent quality reports. No login needed. One tap from any text. Fewer status calls, more trust.

9:41

Prestige Cleaning Co.

Client portal for Meridian Office Park

ScheduleInvoicesQualityContract

Upcoming schedule

Meridian Tower

Mon, Apr 7 | 6 - 10 PM

Crew: Maria G., Carlos M.

Confirmed

CHECKLIST

VacuumMopRestroomsTrash

Meridian Annex

Wed, Apr 9 | 8 - 11 PM

Crew: Fatou D.

Scheduled

Latest invoice

INV-2026-004

Due Apr 15 | $6,500

Recent quality

★★★★★5/5 items complete

ACCOUNT MANAGER

Bring your book of business with you

Drop your client list or prospect pipeline as a CSV. We accept exports from HubSpot, Salesforce, Swept, Jobber, and most spreadsheets — no column reformatting.

swept_clients_export.csv

247 clients · 12 KB

Account Name→Client Name

Billing Email→Contact Email

Service Address→Location

Monthly Rate→Monthly Value

Auto-mapped from Swept export

ACCOUNT MANAGER

Client check-ins after every shift

The Account Manager texts clients after every shift to catch issues before they become complaints.

9:41

Sarah Chen (Client)

Text Message

Ace

Hi Sarah, the team just finished at your Meridian Tower office. Everything look good? Let us know if anything needs attention.

Just now

Client

Looks great, thank you!

Just now

Text Message

↑

ACCOUNT MANAGER

Retention risks caught early

The Account Manager tracks response patterns, complaint frequency, and satisfaction trends. When a client shows signs of churn, you get alerted before renewal time.

Meridian Office Park

Sarah Chen · (415) 555-1001

Active

ACV

$72,000

Rev/Sqft

Complete

87.5%

Health

95%

Last Cleaned

14 hours ago

ACCOUNT MANAGER

Contract tracking with renewal alerts

See contract status, value, and renewal dates. The Account Manager alerts you 30 days before renewals.

Client

ACV

Health

Renewal

Meridian Office

$72,000

HealthySep 30, 2026

Summit Medical

$69,600

HealthyOct 31, 2026

TechFlow Cowork

$57,600

HealthyDec 31, 2026

Bay Area Law

$52,800

AttentionSep 14, 2026

Presidio Fin

$28,800

HealthyJul 31, 2026

BILLING COORDINATOR

Invoicing & financial tracking

Automate invoice delivery, get paid faster, sync accounting data, and see margin performance across every client and location.

BILLING COORDINATOR

Know which locations make money

Revenue, labor cost, and margin per location. Stop guessing which contracts are worth keeping.

Meridian Office

89.8%

Golden Gate

89.8%

Presidio Fin

96.8%

TechFlow

98.0%

Client

Revenue

Labor

Margin

Meridian Office

$6,000

$612

89.8%

Golden Gate

$1,400

$142

89.8%

Presidio Fin

$2,400

$76

96.8%

BILLING COORDINATOR

Timesheets with variance tracking

Track hours by crew member, flag variances, and export payroll-ready CSVs.

Scheduled

32 hrs

Actual

28.5 hrs

Crew	S	M	T	W	T	F	S	Tot
Ana S.	4	4	4	3.5	4	—	—	19.5
Carlos M.	—	4	—	4	MISS	—	—	8.0
James W.	—	—	4	—	—	—	—	4.0

OPERATIONS MANAGER

Equipment tracking & maintenance alerts

Track where equipment lives and when maintenance is due before it breaks mid-shift.

Assets

In Repair

AllActiveMaintenanceIn Repair

Vacuum

Dyson · 00-001 · Ana Santos

Good

Floor Buffer

Oreck · 00-002 · Carlos M.

Fair

Pressure Washer

Karcher · 00-003 · Unassigned

In Repair

Carpet Extractor

Bissell · 00-004 · James W.

Good

BILLING COORDINATOR

The last invoice you'll ever send

Invoices auto-generate from completed shifts. Clients pay in one tap. Overdue accounts chase themselves. Syncs to your Stripe and QuickBooks.

Outstanding

$7,700

Collected

$15,500

AllSentOverduePaid

INV-005

TechFlow Coworking

$3,200Overdue

INV-004

Golden Gate Plaza

$4,500Sent

INV-003

Bay Area Law Group

$3,800Paid

INV-002

Summit Medical

$5,200Paid

BILLING COORDINATOR

Know which locations make money

Revenue, labor cost, and margin per location. Stop guessing which contracts are worth keeping.

Meridian Office

89.8%

Golden Gate

89.8%

Presidio Fin

96.8%

TechFlow

98.0%

Client

Revenue

Labor

Margin

Meridian Office

$6,000

$612

89.8%

Golden Gate

$1,400

$142

89.8%

Presidio Fin

$2,400

$76

96.8%

BILLING COORDINATOR

Timesheets with variance tracking

Track hours by crew member, flag variances, and export payroll-ready CSVs.

Scheduled

32 hrs

Actual

28.5 hrs

Crew	S	M	T	W	T	F	S	Tot
Ana S.	4	4	4	3.5	4	—	—	19.5
Carlos M.	—	4	—	4	MISS	—	—	8.0
James W.	—	—	4	—	—	—	—	4.0

OPERATIONS MANAGER

Equipment tracking & maintenance alerts

Track where equipment lives and when maintenance is due before it breaks mid-shift.

Assets

In Repair

AllActiveMaintenanceIn Repair

Vacuum

Dyson · 00-001 · Ana Santos

Good

Floor Buffer

Oreck · 00-002 · Carlos M.

Fair

Pressure Washer

Karcher · 00-003 · Unassigned

In Repair

Carpet Extractor

Bissell · 00-004 · James W.

Good

BILLING COORDINATOR

The last invoice you'll ever send

Invoices auto-generate from completed shifts. Clients pay in one tap. Overdue accounts chase themselves. Syncs to your Stripe and QuickBooks.

Outstanding

$7,700

Collected

$15,500

AllSentOverduePaid

INV-005

TechFlow Coworking

$3,200Overdue

INV-004

Golden Gate Plaza

$4,500Sent

INV-003

Bay Area Law Group

$3,800Paid

INV-002

Summit Medical

$5,200Paid

BILLING COORDINATOR

Know which locations make money

Revenue, labor cost, and margin per location. Stop guessing which contracts are worth keeping.

Meridian Office

89.8%

Golden Gate

89.8%

Presidio Fin

96.8%

TechFlow

98.0%

Client

Revenue

Labor

Margin

Meridian Office

$6,000

$612

89.8%

Golden Gate

$1,400

$142

89.8%

Presidio Fin

$2,400

$76

96.8%

BILLING COORDINATOR

Timesheets with variance tracking

Track hours by crew member, flag variances, and export payroll-ready CSVs.

Scheduled

32 hrs

Actual

28.5 hrs

Crew	S	M	T	W	T	F	S	Tot
Ana S.	4	4	4	3.5	4	—	—	19.5
Carlos M.	—	4	—	4	MISS	—	—	8.0
James W.	—	—	4	—	—	—	—	4.0

FEATURE MATRIX

Everything in clients and billing

13 capabilities covering client communication, collections, migration, revenue visibility, and account health.

Account Manager

✦

Client Portal

Clients view schedule, invoices, quality reports, and leave feedback — no login needed

✦

Quality Check-Ins

Account Manager texts clients after cleaning to verify satisfaction

✦

Retention Risk Detection

AI monitors satisfaction patterns and flags at-risk relationships

✦

Contract Renewal Alerts

30-day advance notice on expiring contracts

✦

Proactive Client Notifications

Automatic texts to clients on crew changes and shift completion

✦

Photo Inspections

Crew sends photos via MMS, turned into client reports

✦

Bulk CSV Import

Migrate clients and prospects from HubSpot, Salesforce, Swept, Jobber, and more — no column renaming

Billing Coordinator

✦

Automated Invoicing & Collections

Auto-generated from shifts, sent with one-tap payment links, chased through 3-stage follow-ups if unpaid

✦

Your Own Stripe Account

Funds flow directly to your Stripe Connect account. Optionally pass processing fees to clients

✦

QuickBooks Auto-Sync

Invoices and payments sync to QuickBooks the moment they're created or paid. No double entry

✦

Per-Location Profitability

Revenue, labor cost, and margin per location

✦

Revenue Analytics

Trend charts, pipeline metrics, and business performance

✦

Timesheets & Payroll Export

Track hours with variance flagging, export CSV

REST OF TEAM

See the rest of the team

Billing works best when sales, operations, and intelligence are connected. Ace's other specialists handle the rest.

SHIFT COORDINATOR + OPERATIONS MANAGER

Cleaning-specific workforce management

Keep crews covered, routes optimized, and field execution under control.

Explore →

SALES REP

AI-managed CRM and sales pipeline

Qualify leads, manage the pipeline, and close new business without manual follow-up.

Explore →

BUSINESS ADVISOR + SUPPORT CONCIERGE

Text to command. Text to know.

Run the business by text, get instant answers, and rely on 24/7 guidance.

Explore →

Ready to hire Ace?

Ace and his whole team. 30-day money-back guarantee.

Hire Ace Book a Demo