Cleaning and facilities AP
Supply and subcontractor bills for every client site, coded and paid once.
Aequo collects supply and subcontractor invoices in one queue, tags each one to the client site, checks prices against your purchase orders and flags likely duplicates before they are paid.
Aequo AP from $199/month with unlimited users · Live with QuickBooks Online, Xero, FreshBooks, Zoho Books · Last updated
Cleaning & Facilities Services AP, in brief
Aequo AP is accounts payable automation for commercial cleaning, janitorial and facilities services companies that keep their books in QuickBooks Online, Xero, FreshBooks or Zoho Books. It captures supply and subcontractor invoices from email or upload, applies GL coding defaults per vendor so repeat invoices arrive coded, tags each invoice to a client site (carried to the matching QuickBooks Online class), matches invoices to purchase orders and flags price variances above your tolerance, flags likely duplicate invoices, and collects W-9s with a 1099 summary at year end. It does not store service contracts or track vendor insurance certificates. Pricing starts at $199/month with unlimited users.
Where cleaning & facilities services AP breaks down.
"The same supply invoices come in every week for every site."
Paper towels, chemicals and liners are reordered constantly, and each invoice is keyed and coded by hand as if it were the first.
"I can't tell which client site a supply bill belongs to."
Distributors deliver to many buildings on one account, so supply cost per contract is a guess until someone traces each invoice.
"Vendors bill above the price we agreed."
A few cents more per case across dozens of sites goes unnoticed, and it comes straight out of contract margin.
"Subcontracted crews bill the same visit twice."
Subs send an invoice per visit and then a monthly summary, and a repeat with a new invoice number gets paid.
How Aequo AP handles it
From inbox to ledger in 5 steps.
Step 01 · Email and upload invoice capture
Collect every invoice in one inbox
Suppliers and subcontractors email invoices to one Aequo inbox or you upload them, and AI extracts the lines for review.
Step 02 · Branches and locations
Tag each invoice to the client site
The site carries through to the matching QuickBooks Online class, so supply and subcontractor cost per site is visible without re-keying.
Step 03 · Two-way and three-way PO matching
Check prices against your purchase orders
When you order on a PO at the agreed price, each invoice line is matched to it and price or quantity variances above your tolerance are flagged.
Step 04 · Duplicate invoice detection
Check for duplicates before payment
Each invoice is compared with that vendor's past invoices, including near-identical invoice numbers and amounts within about 2%, and given a risk level.
Step 05 · Accounting sync
Approve and sync to your books
Invoices route through your approval rules and approved bills sync to QuickBooks Online, Xero, FreshBooks or Zoho Books.
Aequo AP pricing and integrations
From $199/month.
Unlimited users on every plan. Plans differ by monthly document volume and number of integrations.
- Live integrations
- QuickBooks Online, Xero, FreshBooks, Zoho Books
- Early access (selected teams, not yet generally available)
- Oracle NetSuite, Sage Intacct, Microsoft Dynamics 365 Business Central · Apply for early access
- In development (not yet available)
- Acumatica, SAP Business One, QuickBooks Desktop
Email and upload invoice capture
Invoices arrive by a dedicated forwarding inbox or upload. AI extracts the header and line items for review, and duplicate attachments are flagged on the way in.
Learn moreRepeat invoices arrive coded
Vendor defaults (GL account, department, cost center) apply to every invoice from a supplier. For the rest, AI suggests a GL account per line and anything not in your chart of accounts is sent for review.
Client sites
Tag invoices to a client site, carry it to the matching QuickBooks Online class, and see supply and subcontractor spend per site.
Learn moreTwo-way and three-way PO matching
Invoices are matched to purchase orders, and to delivery notes for a three-way match, line by line. Price and quantity variances are measured against tolerances you set globally or per supplier.
Learn moreDuplicate invoice detection
Each invoice is compared with past invoices from the same vendor, including near-identical invoice numbers and amounts within about 2%, and given a risk level with the evidence behind it.
Learn moreApproval rules and multi-step approvals
Route invoices by amount range, vendor, GL code or department to one or more approval steps, with reminders, escalation and delegation when an approver is away.
Learn moreVendor tax IDs, W-9s and 1099 summary
Request W-9s from vendors, store tax IDs encrypted and masked on screen, and review a 1099 summary. Revealing a full tax ID needs an owner or admin permission and is logged.
Audit trail
Every invoice keeps a history of who did what and when, from capture through coding, approval and sync, alongside a workspace-level log of system actions.
Learn more
Guides and tools
Further reading for cleaning & facilities services AP teams
QuickBooks Online class tracking for multiple locations
Two-way vs three-way matching
How to prevent duplicate invoice payments
Duplicate bills in QuickBooks Online
AP automation for small businesses
Invoice approval workflow best practices
Vendor spend analysis calculator
Duplicate payment risk calculator
Related industries: Real Estate & Property Management · Hospitality & Hotels · Home Services
The numbers
What the published benchmarks say
Third-party figures, each linked to the public source that contains it.
$9.84
Average all-in cost to process one invoice, across industries
Source: Ardent Partners (Payables Place), 20260.8%–2%
Share of annual disbursements that are duplicate or erroneous payments, top to bottom performers
Source: APQC (published via CFO.com), 2020Low-friction next step
Email me the cleaning & facilities services AP walkthrough
A short walkthrough of how Aequo AP handles cleaning & facilities services invoices, to read before you start a trial or book a demo.
Cleaning & Facilities Services AP FAQ
Questions buyers ask
Does Aequo approve recurring supply invoices automatically?
No. Every invoice goes through your approval rules, but repeat invoices arrive already coded from vendor defaults, and a rule can send routine supply orders under an amount you choose to a single approver. Larger or unusual invoices can take an extra approval step.
Does Aequo check invoices against our contracted prices?
Only through purchase orders. Aequo does not store service or supply contracts, but when you order on a PO at the agreed price, it matches each invoice line to the PO and flags price or quantity variances above the tolerance you set, globally or per supplier.
Can Aequo show supply spend per client site?
Yes. Tag each invoice to a client site, which carries through to the matching QuickBooks Online class, and see supplier spend per site in Aequo. Aequo does not set or monitor site budgets.
Does Aequo track vendor insurance certificates?
No. Aequo AP collects W-9s, stores tax IDs encrypted and masked on screen, and gives you a 1099 summary at year end, but it does not track insurance certificates or licences or hold payments for missing documents.
Which accounting systems does Aequo work with?
QuickBooks Online, Xero, FreshBooks and Zoho Books are live today, and approved bills sync to them. Oracle NetSuite, Sage Intacct and Microsoft Dynamics 365 Business Central connectors are available as early access for selected teams, and Acumatica, SAP Business One and QuickBooks Desktop connectors are in development and not yet available.
How much does Aequo cost for a cleaning company?
Plans start at $199/month with unlimited users and 250 documents a month. Growth ($699/month, 1,000 documents) and Scale ($1,999/month, 5,000 documents) cover higher volumes. The pricing page lists what each plan includes.
Try it on your own invoices
Run cleaning & facilities services AP through Aequo AP.
From $199/month with unlimited users. Live with QuickBooks Online, Xero, FreshBooks, Zoho Books.
- of invoice processing automated
- 90%of invoice processing automated
- match accuracy
- 95%match accuracy
- extraction accuracy
- 99.7%extraction accuracy
- to set up
- 30 minutesto set up