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. Technician notifications were done by hand. The owner wanted one connected system where bookings, customer records, cleaner assignments, and communications all synced automatically.

Our Approach

Built a relational database in Airtable with linked tables for Customers, Bookings, Cleaners, and Services. Connected everything through Zapier workflows. Set up a Meet Your Cleaner email automation that pulls cleaner photos from WordPress and sends personalized emails before first bookings. Built a same-day dual service detection system that spots when a customer books two services on the same day and auto-notifies both technicians via email and SMS with each other's details. Also upgrading existing Zaps with Claude for better email copy and smarter routing logic.

Pipeline Breakdown