How it works
From quote to billing preparation, step by step.
Follow one job—office cleaning at Hamngatan 3—through the complete workflow. The same information moves from step to step, so nothing has to be retyped, searched for, or remembered. The flow is the same whether the visit happens once or follows a recurring schedule.
Step 01 · Quote
Sell the job in the same system that will deliver it.
Build the quote from services, setup, and price—the same information the schedule will later use. The customer approves through a secure SMS link, and that approval starts the job instead of being archived in a folder.
- Services, setup, and price per visit
- Approval through a secure SMS link—no customer account required
- History of what was quoted, when, and by whom
To the schedule: approved services, setup, and price—without retyping.
Step 02 · Schedule
One-time visits and recurring patterns become real shifts.
Add a visit on a set date or create a recurring pattern—every Tuesday and Friday, every other week, or quarterly. Rytmia keeps both in the same schedule. When a pattern changes, upcoming visits update without rewriting the history.
- One-time and recurring visits in the same schedule
- Patterns create upcoming visits without copied calendar rows
- Unstaffed visits remain visible until they are handled
To staffing: every visit that actually needs to happen.
Step 03 · Staffing
The right person and equipment—before the shift starts.
Match the shift against availability, skills, and equipment. Conflicts, leave, and double-bookings are visible before the decision—not afterward when someone is standing at the wrong door.
- Conflict checks against existing shifts and absences
- Keys and equipment follow the shift, not someone's memory
- Substitutes see the same instructions as the regular team
To the field app: the shift with person, time, site, and equipment.
Step 04 · On site
The team knows where, when, and exactly what to do.
The field app shows today's shifts with address, door code, and checklist. Check-in documents attendance, and anything that cannot be completed is reported with a photo—right when it happens.
- Check-in and time without paper notes
- Access information that follows the shift
- A photo-backed deviation instead of a call to the office
To review: attendance, checklist responses, and deviations.
Step 05 · Review
What happened on site becomes an office decision.
Review reported time, checklist responses, and deviations while they can still be addressed. Approve corrections and credits—every decision records who, when, and why.
- A review queue instead of loose threads
- Credits are decided before the invoice—not after
- The history remains when the customer asks in October
To billing preparation: reviewed time and approved adjustments.
Step 06 · Billing preparation
Reviewed work becomes complete billing preparation.
Only shifts that have passed review move forward. The preparation collects completed visits and approved adjustments per customer—ready for the accounting system you already use.
- Every row traceable to a shift, person, and decision
- Adjustments already decided—no surprises
- Keep the accounting system—Rytmia prepares the data
To the accounting system: clean rows, ready to invoice.
Next Tuesday, Hamngatan 3 starts again from step three—the quote and schedule are already in place. And when the customer asks in October, the answer remains where the decision was made.
See the complete flow with your own jobs.
Start a free trial and add your first job in an afternoon. Full access for 14 days—no card required.
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