How to Make a Cleaning Photo Report Clients Can Actually Use
By the DoneLedger team, . We publish this guide and own the tool mentioned in it.
A cleaning photo report records what was cleaned, what was not, and what the client should know. For recurring residential and small-office work, the best reports are short, consistent and honest. Here is a before and after cleaning report template you can use on paper, in a spreadsheet or in an app, then export as a PDF.
Start with a room list
Write the rooms before the visit, in the order you walk them: entry, kitchen, living area, bathroom, bedrooms, or for offices, desks, meeting room and kitchenette. Using the same order every visit makes reports comparable and makes a missed room obvious.
Take before and after photos respectfully
- Take one before and one after per room, from the same doorway or corner.
- Agree with the client up front that you take photos and how they will be used.
- Leave out people, family photos, documents, screens, mail, medication, and anything showing account details or passwords.
- Photograph the cleaning issue, not the client's belongings.
Mark statuses truthfully
Use four: complete, skipped, not applicable, to do. If a locked door blocked a bedroom, mark it skipped and say why. A report that admits limits earns more trust than one that looks perfect.
Write captions: what was done, what remains
One line per photo pair. Example: Descaled shower glass; grout staining remains, needs a different product next visit.
| Issue | Action | Status |
|---|---|---|
| Limescale on shower screen | Descaled and wiped | Complete |
| Locked storage cupboard | Not accessible | Skipped |
| No oven in studio flat | None needed | Not applicable |
| Grout staining | Trial new product next visit | To do |
| Room | Task | Photo |
|---|---|---|
| Kitchen | Wipe counters, clean hob | Before and after |
| Bathroom | Descale, mop floor | Before and after |
| Office kitchenette | Empty bins, wipe sink | After only |
| Meeting room | Dust, straighten chairs | Before and after |
Common mistakes
- Treating photos as legal proof. A photo report is a service record, not a tamper-proof one. Do not promise otherwise.
- Relabelling old photos as new ones, or editing results.
- Sending huge files that clients cannot open.
- Vague captions such as done.
- Leaving private details in frame.
Local PDF tool or cloud team suite?
| Option | Suits | Trade-off |
|---|---|---|
| Local-first PDF tool | Solo cleaners, small rounds, privacy | No team sync; you manage backups |
| Cloud team suite | Multiple crews, shared dashboards | Accounts, uploads, usually subscriptions |
DoneLedger is not the only option. CompanyCam is a full photo documentation suite for teams. PhotoNOTES (Android) and Photo Report (iOS) are store apps. Check each listing for current features and pricing.
Where DoneLedger fits
DoneLedger is a browser app. Photos stay on your device, are compressed to JPEG and have EXIF data removed. Each job holds a client, site, date and notes. Before and after photos are paired by room, with checklists for regular, deep and office cleans. You can duplicate a previous visit as a reference, with an optional same-angle camera overlay (needs camera permission). PDFs are free with DoneLedger attribution. Pro branding is $19 USD once, paid through Stripe. Pro exports need online purchase verification.
Backups are JSON files from the browser's IndexedDB. They are unencrypted, and there is no cloud sync, so save them regularly. It installs as a PWA, not from the Apple App Store or Google Play. On iPhone, open it in Safari, tap Share, then Add to Home Screen. On Android, open Chrome's menu and choose Install app. Steps vary by device and browser.
FAQ
Is the PDF free?
Yes, with DoneLedger attribution. Branding removal is a $19 USD one-time Pro upgrade.
Do my photos upload?
Photos are processed and stored on your device. Nothing syncs to a cloud.
How do I back up my jobs?
Export a JSON backup and store it somewhere safe. It is unencrypted, and clearing browser data can remove jobs.
Is the PDF verified?
No. It is a record you create, not independent verification or legal proof.
Make your next report
Start with the free report builder or inspect a fictional sample before adding your own photos.