BookingKoala Cleaning Business Automation

The Problem

A residential cleaning company was running operations across BookingKoala, Zapier, Airtable, WordPress, Twilio, OpenPhone, ConvertKit, and Google Sheets. Nothing talked to each other properly. Customer data lived in multiple places, booking confirmations required manual copy-paste between systems, and technician notifications were sent by hand before every shift. The owner was spending 2-3 hours daily on operational admin that should have been automatic. The ask was one connected system where bookings, customer records, cleaner assignments, and all communications flowed without manual steps.

Our Approach

Built a relational Airtable database with linked tables for Customers, Bookings, Cleaners, and Services as the single source of truth. Replaced all ad-hoc Zapier zaps with structured workflows: booking creation triggers customer record upserts, cleaner assignment triggers availability checks, and every status change cascades to the right notification channel. Built a Meet Your Cleaner automation that pulls cleaner photos from WordPress and sends personalized pre-booking emails. Built a same-day dual-service detector that fires when a customer books two back-to-back services and auto-notifies both technicians via Twilio SMS with each other's contact details. Claude AI handles email copy generation and smart routing decisions, keeping tone consistent without manual drafting.

Pipeline Breakdown