How much does cleaning company software cost? (UK, 2026)

Software for running a cleaning company usually costs somewhere between £20 and £350 a month, depending on how many people you have and what you need it to do. This guide explains how cleaning software is priced, what pushes the bill up, the costs that aren't on the pricing page, and what four real products would cost a company with 20, 50 and 100 cleaners.

We make RotaProof, which is one of the products below. So we've stuck to each company's published prices, said what each one includes, and linked to every pricing page so you can check for yourself.

The three ways cleaning software is priced

Almost every product uses one of these, or a mix of them:

• Per person. You pay a set amount for each employee or user, often in bands (1 to 5, 6 to 10, 11 to 20 and so on). It's cheap when you're small and grows in step with your team. Check who counts: some include office staff and managers, some count everyone you've added, whether they worked that month or not.
• A flat fee, with extra people on top. A monthly price covers a set number of people, then you pay a smaller amount for each extra person. Easier to budget for, but you pay for the included places even if you don't use them all.
• Modules and add-ons. The base price covers scheduling, and things like clocking in, invoicing, text messages or compliance cost extra. The headline price can be half of what you'll actually pay, so add up the modules you need.

A few products charge one flat price however many staff you have. Check what's included, and whether the features you need are there.

What decides the price

• How many people you have, and how the product counts them. Self-employed and agency cleaners may count as people on some products.
• Which jobs you want it to do. Rota only, or clocking in and timesheets too? Invoicing and quotes? Right-to-work records? A portal for your clients?
• Monthly or yearly billing. Paying for a year up front usually saves you the equivalent of two or three months.
• The size bands. On banded pricing, one new starter can move you into the next band. Look at the price for the size you'll be in a year's time, not just today.

What it costs: 20, 50 and 100 cleaners

These are monthly prices for paying month by month, worked out from each company's published pricing. We've used the plan that includes a rota and clocking in from a phone, because that's what most cleaning companies are looking for. The products don't all do the same things, so read the notes underneath before comparing the numbers.

Product and plan	20 cleaners	50 cleaners	100 cleaners
RotaProof Operations	£89	£176.50	£351.50
RotaProof Assured	£249	£249	£349
Xota Standard	£50	£125	£250
Xota Pro (adds finance)	£65	£162.50	£325
RotaCloud Standard with Time & Attendance	£58	£145	£290
CleanFlo	£19.99	£19.99	£19.99

Prices checked 2 October 2026, excluding VAT where stated. RotaProof isn't VAT-registered, so there's no VAT to add. The other pricing pages we checked don't say whether VAT is included, so ask before you buy.

What's behind each number

• RotaProof Operations is £89 a month for up to 25 workers, then £3.50 for each extra worker. Assured is £249 for up to 75, then £4 each, and adds guaranteed-hours tracking, shift notice and cancellation pay, and a client portal. At around 100 workers, Assured costs about the same as Operations. Every plan includes right-to-work records. A worker is anyone you've added who hasn't left, including self-employed and agency cleaners. Logins for office staff are free and unlimited. Paying yearly gets you 3 months free.
• Xota charges per employee in bands, at the band's top number: £2.50 each on Standard and £3.25 on Pro. So 20 people pay for 20, and 14 people also pay for 20. Standard includes scheduling, the cleaner app with clocking in, timesheets, holiday and leave, and a client portal. Pro adds quotes, invoicing, purchase orders and margin reports. Above 100 employees, Xota asks you to contact them for a price.
• RotaCloud is general rota software used across many industries, priced in bands of employees. RotaCloud says to count yourself and every admin and manager, so 20 cleaners plus two office staff would fall in the 21 to 30 band (£87 a month with Time & Attendance). Clocking in and timesheets are the Time & Attendance add-on, included in the figures above. Text message notifications are another add-on. Paying yearly costs the same as 10 months.
• CleanFlo is one flat price with no limit on staff, clients or locations, and includes a rota, a cleaner app, invoicing and health and safety tools. Its free trial is 14 days.

The costs that aren't on the pricing page

• Setting up. Someone has to add your staff, sites and regular shifts. Ask whether you can import a spreadsheet, and whether there's a setup or training fee.
• Getting hours into payroll. If the software can't export hours in a format your payroll software or bookkeeper can use, someone will be retyping them every week. Some products calculate pay inside the app but don't export it, so check exactly what comes out.
• Text messages. Email and app notifications are usually included. Texts often cost extra.
• Contracts. A yearly plan is cheaper, but check what happens if you need to leave early, and whether you can download all your data when you go.
• The second system. If your rota software doesn't do something you need, such as right-to-work records, timesheets or invoicing, you'll pay for, or spend time on, something else as well.
• Getting compliance wrong. From 1 October 2026, right-to-work checks also cover self-employed cleaners who work on your contracts and cleaners supplied by agencies and apps. The civil penalty is up to £45,000 for each illegal worker for a first breach. See what changed on 1 October 2026.

How to work out what you'd really pay

1. Count everyone the product will count: cleaners, supervisors, office staff, and self-employed and agency people if they're included.
2. List the jobs you need it to do, and find the cheapest plan that does all of them, including any add-ons.
3. Price it at your size in a year's time, to see what growing will cost.
4. Add the hidden costs: texts, setup, and any second system you'd still need.
5. Use the free trial with real work. Put one site's real week on it and run payroll from it once before you decide.

Questions

Is per-person pricing cheaper than a flat fee?

For a small team, usually yes. As you grow, flat pricing with a cheaper rate for extra people tends to catch up. Work out both at the size you expect to be, not the size you are now.

Do self-employed and agency cleaners count?

It depends on the product. On RotaProof, anyone you've added who hasn't left counts as a worker, because they all need a right-to-work check from 1 October 2026. Ask each supplier how they count people you don't employ directly.

Can I use free rota software?

Free plans exist, but they're usually limited to a handful of users or leave out clocking in and timesheets. For a cleaning company with more than a few staff, expect to pay something.

Should I pay monthly or yearly?

Pay monthly while you're trying it out with real work. Once you're sure, paying yearly usually saves two or three months' fees.

Do these prices include VAT?

RotaProof doesn't charge VAT because it isn't VAT-registered. For other products, check the pricing page or ask, because many business software prices are shown without VAT.

How RotaProof helps

RotaProof is rota, clocking-in and timesheet software made for cleaning companies. Plan the week by site or by person, let cleaners clock in from a link on their phone, approve the hours and download them for payroll. On the Assured plan it also tracks guaranteed hours and logs every shift change with the notice given. It won't put anyone on a shift until their right-to-work check is in order, and you can try it free for 30 days.

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Sources

• RotaProof: pricing (checked 2 October 2026)
• Xota: pricing (checked 2 October 2026)
• RotaCloud: pricing (checked 2 October 2026)
• CleanFlo: pricing (checked 2 October 2026)
• Home Office: illegal working penalties, codes of practice for employers