ConfidentAI
Workflow Review — Locked Version
By the Bay Cleaning · Read this with Erin

Before we build anything — is this actually how it works?

We went through every email, invoice, PDF report, and notebook page you gave us and mapped exactly how a booking turns into a paid invoice today. Nothing here is a proposal. This is what we found and confirmed. Read it with Erin, mark anything that's wrong, and once you both agree it's accurate, we build Phase 1 from this — not from a guess.

Urelax + Beach & Bay
Confirmed
Rockstar Properties
Partly confirmed
Horizon (Kelly)
Out of scope for now
01 Urelax & Beach & Bay Getaways Confirmed
These two run through one shared office, even though they're billed as two separate accounts. Same weekly email, same people, two attached reports — and we've now seen both reports directly.
Their reservation system
Every reservation is already tracked in a clean, structured report — reservation number, unit, exact check-in/checkout, and what's booked in next. We've now confirmed both reports directly: 43 reservations on the Urelax side, 69 on the Beach & Bay side, same format.
Their office (Stacia, Mariela, or whoever's on duty)
Once a week, someone emails Erin asking for cleaning dates for the coming week, and attaches two reports in one email — one for Urelax units, one for Beach & Bay units.
"Please provide your cleaning dates from Monday 22nd to the 28th. We need your dates by Friday."
Erin
Erin reads both reports and replies with one list — properties from both accounts mixed together — saying which day she'll clean each one.
"Formosa turn 6/21 · Vashon out 6/21 clean 6/22am · 424 turn 6/24 6/28 · Ocean turn 6/28"
Their office
They confirm back — sometimes logging it in their own system, Breezeway — or flag a conflict if something changed since the report went out.
Urelax properties (7 — confirmed against their own report)
1174 Main 150 Formosa 1851 Ironwood 370 Vashon 199 Main 1184 Main 2615 Nutmeg
Beach & Bay Getaways properties (8 — confirmed against their own report)
424 Morro 199 Sienna 370 Park 2640 Studio Drive 3350 Beachcomber 3436 Studio 2950 Beachcomber 550 S. Ocean
Confirmed clean split
No property appears on both reports. Every one of the 15 properties belongs to exactly one billing entity — there's no ambiguity for invoicing to sort out.
02 Rockstar Properties Partly confirmed
Separate relationship, separate people (Ian and Mitch), and a rougher process — no clean report like Urelax/Beach & Bay has.
Ian / Mitch
Roughly once a week, they email a full future booking calendar for every property — hand-typed, with new or changed dates bolded.
"Below are the reservations as of today. 381 Panay St: June 21 to June 23, June 26 to June 28…"
Erin
Erin reads the full calendar and replies property-by-property with her cleaning decisions, including who's covering if she's not doing it herself.
"Shearer out 6/28 clean 7/1 · Turn 7/5 Eli covering"
Ian / Mitch
They reply back if something's off — a cancellation, a new date that needs a clean rescheduled. Back-and-forth by email until it's settled.
Properties BTB cleans for Rockstar (8)
381 Panay 180 Gilbert 675 La Loma 390 Luzon 110 Java 2811 Ironwood 3229 Shearer 165 Panay
Confirmed since last review
Rockstar is still on LiveRez — not migrated to Streamline. We've seen their live reservation grid directly.
The grid is a visual color-block calendar, not an exportable list — which is almost certainly why Ian/Mitch type the weekly email by hand instead of forwarding a report.
Rockstar manages 27 properties total in LiveRez. BTB only cleans 8 of them — BTB is not their exclusive cleaner. Worth knowing before any future build touches this account, so nothing pulls in jobs for houses Erin doesn't clean.
Still open — for the Ian call, not now
Whether any part of this calendar could be shared as a live feed instead of retyped weekly. Not needed for the current build — Rockstar isn't part of Phase 1.
03 Horizon (Kelly) Out of scope for now
A newer relationship, and a growth prospect — not part of this build, on purpose.
Kelly runs 10 properties. BTB currently cleans 2 of them, with hopes of picking up the rest over time.
Decision: leave Horizon out of this build. Two properties isn't worth building against a report format we haven't even seen yet, and it doesn't slow anything down — when Kelly scales up, adding her is adding a row to a table, not a rebuild. A sample of whatever she currently sends for those 2 houses would be useful whenever it's easy to grab — no rush.
04 What happens after a clean date is set Confirmed
Same for every property manager, once Erin's picked the date — this is the part Phase 1 & 2 actually automate.
Erin
Assigns a cleaner and the clean happens — sometimes on the date planned, sometimes it slips and gets done a day or two later.
Laura
Writes it in the notebook — property, scheduled date, and the date it was actually cleaned when that's different, plus who did it and what it paid.
Laura
Totals every job by which PM it belongs to, and builds a separate invoice for each one — all by hand, all from the notebook.
Read this with Erin. Then tell us:
Most of this is now backed by real reports and invoices, not guesses. What's left needs a yes, a correction, or a low-priority answer whenever it's convenient.
✓ Urelax and Beach & Bay share one weekly email and office — confirmed by their own reports. Still correct?
✓ Property lists for Urelax (7) and Beach & Bay (8) are confirmed against their own reports. Anything missing?
✓ Rockstar is on LiveRez, typed by hand each week, 8 of their 27 properties are BTB's. Correct?
● Horizon (Kelly) — 2 of her 10 houses cleaned today, format not yet seen. Fine to leave out of Phase 1?
● Any PM relationship or process we're still missing entirely?
Once you and Erin confirm this is accurate, Phase 1 build starts on Urelax + Beach & Bay — the two accounts with confirmed, structured data. Rockstar and Horizon stay exactly as they are today until their own questions are answered.
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