Business owner guide

Everything you need to run your cleaning business on Belgravia Book, one step at a time. Log in at belgraviabook.com/admin. Your menu is the dark bar on the left (on a phone, it's at the top).

Your first 30 minutes

Do these in order. Your Home page shows a Getting started checklist that ticks itself off as you go. Click Do it next to any step to go straight to the right screen.

1. Settings > Prices & extras: check your room prices, types of clean and extras. How
2. Settings > Business settings: your hours, your mobile number for alerts, and card payments. How
3. Team: add each cleaner with their mobile number. How
4. Settings > AI concierge & phone: tell your assistant about your service area and rules. How
5. Grow > Booking page & website: copy your booking link and put it on your website, Google profile and social pages. How
6. Book a test cleaning on your own booking page, so you see exactly what customers see.

Finding your way around

The left menu (the top bar on a phone) has 7 places. Some have tabs across the top of the page.

• Home: today's jobs, anything that needs you, your setup checklist and one idea to grow.
• Schedule: every booking, day by day.
• Customers: everyone who has booked, with their history.
• Team: your cleaners and teams.
• Money: Books (income, expenses, taxes) and Team pay.
• Grow: Growth plan, Insights (reports and ideas), Campaigns, Offers & gift cards, and Booking page & website.
• Settings: Business settings, Prices & extras, AI concierge & phone, and Move from another system.

Party rentals: inventory and calendar

For rental businesses (bounce houses, water slides, tents, tables and chairs). Click Inventory in the menu on the left.

Add a rental (works great on your phone)

1. Click + Add a rental.
2. Tap 📷 + Add photos and take or pick photos. The first photo is the main one; tap ★ on another photo to make it the main one, ← → to change the order, ✕ to remove.
3. Type the Name, tap a Category (or type a new one), and enter the Price and How many do you own?
4. Leave Show on my website ticked. Tick ⭐ Featured to show it near the top of your website.
5. Click Add rental. It's on your website right away, with live availability, so it can't be booked more times than you own it.

More details (optional): an Overnight price and an Each extra day price for longer rentals, size, space needed, ages, capacity, power, water and setup notes. Same rental in different colors? Add Options (for example Pink: 1, Blue: 2).

Similar rental? Open it and click Make a copy (the copy stays hidden until you check it). Out for repair? Click Hide next to it in the list, and Show when it's back.

See what's booked

1. Click Calendar at the top of the Inventory page.
2. Each day shows how many orders and pieces are out, and "sold out" when an item is fully booked.
3. Click a day to see every item: how many you own, how many are booked, and how many are left.

Belgravia never lets the same item be booked more times than you own it. An overnight rental holds the item for both days.

Close a day

In the Calendar, click the day, type a reason if you like (for example "Holiday"), and click Close this day. Nobody can book it. Click Open this day again to undo.

Bring your inventory from another system

1. In your old system, export (download) your inventory as a spreadsheet (CSV file).
2. In Belgravia, click Import a list and choose the file.
3. Check the list on screen, then click Import these items. Items already here are updated, not doubled.

Bring your orders over from report files

Go to Settings › Move from another system and find Copy from ERS report files instead.

1. In your old system, export your orders (all dates, with order number, event date, total and the customer's name, email and phone; include the items if you can) and your payments. Your customer list and a separate order items report are optional. CSV or Excel (.xlsx) both work.
2. Click 📄 Choose files and pick them all at once. Belgravia works out which file is which and shows what it found: orders, customers, payments and each year's sales.
3. Click Copy these into Belgravia. Side-by-side turns on first, so customers get no texts or emails. Copying the same files again updates instead of doubling.
4. Check each year's orders and sales against your old system's sales report.

Delete a rental: open it in Inventory and click Delete. This only works for rentals that were never ordered, quoted or put in a package (a duplicate or a mistake). Anything with history can be hidden instead, so old orders keep their names.

Party rentals: prices and fees

Click Orders, then the Prices & fees tab. Each box has its own Save button. Your website's checkout, new orders, quotes and Ava all use these right away; orders already booked keep their prices.

1. Travel fee by distance: tick it, type the address your deliveries start from, then either free miles + price per mile or bands (for example up to 10 miles $0, up to 20 miles $25). Farthest you deliver makes online orders past it call you. Type any address under Check to see its fee.
2. Setup surfaces: Grass, Concrete, Indoor… with a fee (tick Each rental to charge per rental). Customers pick one at checkout. Load for each rental (for example Stakes 4, Tarp 1 for grass, or Sandbags 6, Tarp 1 for concrete) adds those to the truck list on delivery day for every bounce house, slide or tent going to that surface.
3. Weekend and holiday prices: for example Saturday +15%, or July 4th +25% for water slides only. Use a minus for a discount.
4. Coupons: a code, % or $ off, start and end dates, how many uses, and once per customer.
5. Sales tax by city or ZIP: one per line (Katy | 8.25). Tax collected by city shows what you owe each city for any dates.
6. Website checkout: minimum order, days of notice, a heads-up for short-notice orders, your own questions ("Do you need a generator? No, Yes | $75") and "I understand" boxes customers must tick.

Rent by the hour (bulls, game trucks, photo booths…): open the rental in Inventory and fill in Hourly prices, one bracket per pair, like 4 | 250, 6 | 325 (4 hours $250, up to 6 hours $325). Longer than your longest bracket uses the day price. On your website and in New order, pick By the hour, a start time and how many hours. The same rental can be booked twice in one day as long as the times don't overlap, with an hour between them to clean and drive (change it in Prices & fees › Website checkout › Minutes between two hourly bookings).

Deposit for one rental: in the rental's Edit window, Deposit for this rental ($) sets a fixed deposit for it (for example $100 for the bull). The rest of the order uses your normal deposit %.

Packages (Inventory › a rental › More details › Type: Package): a bundle made of your other rentals, like a tent with tables and chairs. Booking it holds those rentals, so nothing gets double-booked. Customers also rent (same place) suggests other rentals at checkout. Out of service takes a rental off the calendar for repair days.

A customer you don't want booking online? Open them in Customers and tick Must call to book.

Party rentals: rain checks, waivers, crew checklists and QuickBooks

• Rained out? Open the order and click Cancel order. If they paid, choose Cancel and give a rain check: they get a code worth what they paid (you can change the amount), sent by email or text. They type it in the Coupon, gift card or rain check code box on your website, or you click 🎁 Use a gift card / rain check on their next order.
• Gift cards and credits from your old system: Money › Gift cards › Import gift cards / rain checks (CSV). Columns: code, balance, name, email. The codes stay the same, so customers can keep using them.
• More documents to sign: Orders › Order settings › More documents to sign (a safety waiver, a photo release…). Customers tick "I agree" on each one when they sign; the exact words are kept on the order. Contracts already signed in ERS come over too and show "signed in ERS" with the name and date.
• Texas sales tax rate: Orders › Order settings › under Sales tax, tap Suggest a Texas rate. Type your business address and tap Look it up. Belgravia shows the rate from the Texas Comptroller's list and what it's made of (state, city, county, transit, special districts). It's only an estimate. Either tick both boxes, type your name and tap Use this estimate (you agree to the release of liability), or tap Have my accountant verify it (nothing changes; Belgravia emails or prints a summary for them), then come back to My accountant already checked the rate. Belgravia downloads the Comptroller's newest list every week and tells you if your rate changes, but never changes it by itself.
• Bank payments (ACH): first turn on "ACH Direct Debit" in your Stripe Dashboard (Settings › Payment methods). Then in Belgravia go to Orders › Order settings › Bank payments (ACH) and tick Let customers pay from their bank account. Customers pick Bank account on their order page and log in to their bank. The money takes about 4 business days. Until it clears, the order shows "Bank payment on its way" and drivers aren't told to collect it. Stripe charges 0.8%, up to $5. If a bank payment fails, you get a message and the customer can pay again.
• Crew checklist: Orders › Order settings › Crew checklist, one task per line ("Stakes in", "Blower tested"). Drivers tick them on the delivery card; the order shows who ticked what and when.
• Party times: Prices & fees › Website checkout › tick Ask the party start and end time at checkout. The times show on the order and the customer's page.
• Unfinished website orders: if someone types their phone or email at checkout and doesn't book within an hour, you get a text and email with their name, number and what they picked, so you can call them.
• QuickBooks Online: Prices & fees › Sales tax and QuickBooks: pick the dates and click ⬇ Invoices, ⬇ Customers or ⬇ Payments. In QuickBooks use Sales › Invoices › Import invoices, and Customers › Import customers.

Change how your back office looks

Click Settings, then scroll to Back office look and click one: Match my website (white pages with your website design's colors), Simple black & white, or Belgravia classic (navy and gold). It changes right away for you and your team. Your website doesn't change.

Party rentals: everyday jobs in one or two taps

Home has big buttons for the everyday jobs: New order, Send a quote, Deliveries (today's truck), Add a rental, Edit my website (or Pick your website) and Calendar. On a phone, the menu is at the bottom of the screen: Home, Orders, Inventory, Website and More (everything else, including Customers, Money, Settings and Log out).

New businesses start with 6 example rentals marked Example. Inventory › Remove the examples takes them out in one tap (importing your own list does too).

Party rentals: take an order or send a quote

A customer calls or texts? Click Orders in the menu, then + New order or quote (the + New booking button on the Schedule does the same).

1. Customer: type a name, phone or email to find them, or open New customer and fill in their name and mobile.
2. When and where: pick the party date, how long (same day, overnight…), the party address and the delivery window.
3. Rentals: search your rentals and click Add. Only what's free on that date can be added. Change the quantity or price if you like.
4. Price: the delivery fee fills in by itself; add a discount if you like. The total, tax and deposit show below.
5. Click Book order to book it now, or Save as a quote if they're still deciding.

Quotes don't hold anything on your calendar. Find them in Orders › Quotes: click Send (email, and text if they agreed to texts) or Copy link. The customer opens the link, signs the rental agreement and accepts, and it becomes an order by itself. Or click Book it when they say yes on the phone.

To change an order, open it and click Change order. To cancel, click Cancel order: the rentals become free again.

Party rentals: invoices, deposits and the rental agreement

Every order has its own page for the customer: the invoice, the rental agreement to sign, and a button to pay.

Use your own agreement: click Orders, then the Order settings tab. Under Rental agreement, click Upload my agreement (PDF or Word) and pick the file. Belgravia copies its words into the box below. Read them to check, then click Save. Customers see the words, can open your original file, and sign. If your file is a scan (a picture of paper), customers open the file and sign below it.

1. Open the order (click it on the Schedule or in Orders).
2. Click Send invoice & agreement, or Copy invoice link to text it yourself.
3. The customer signs with their finger, then pays the deposit (and later the balance) by card. You get a message when they pay.

Paid in cash, Zelle or check? Open the order and record the payment at the bottom. The order shows Paid or the balance left, and Orders › Unpaid lists everything still due.

Set your deposit %, sales tax %, delivery fee, delivery window and your own rental agreement in Orders › Order settings. Have a lawyer look at your agreement.

Party rentals: delivery day

Click Orders. The Delivery day tab shows one day (use ‹ › to change it):

• Load the truck: every rental going out that day, added up.
• Routes: each driver's stops in the shortest driving order (drop-offs first, earlier delivery times first), with about-when for each stop and miles saved. Tap Open in Google Maps to drive it. Managers can move a stop with ▲ ▼, or tap Back to the shortest route. Owners set when trucks leave in Route settings.
• Deliveries and pickups: each with the address (tap for directions), phone (tap to call), rentals, notes, whether the agreement is signed and how much to collect.
• Tap 🚚 On our way when you leave for a stop: the customer gets a text ("We're on our way…"). It only texts customers who agreed to texts.
• Tap Mark delivered and Mark picked up as you go. Picking up finishes the order.

Time clock: drivers and helpers tap Clock in at the top of Orders when they start and Clock out when they finish. Orders › Time clock shows each person's hours for any dates, for payroll.

Agreements: Orders › Agreements lists the coming orders whose rental agreement is still not signed (with a button to send it again) and the ones that are signed.

Give your drivers their own login (Team › Logins › Invite, access "Cleaner / tech"): they see the delivery day on their phone and can mark stops done, but not prices, money or settings. Pick a driver for each stop from the dropdown.

Print the day gives a paper copy for the truck.

Monthly report and guest receipts

1. Click Money, then the Monthly report tab. It opens on last month; use ‹ › at the top right to pick another month.
2. You see one page: sales, money collected, tips, average visit, profit, guests (new and returning), how guests paid, top services, each team member's visits, sales, tips and pay, and what's already booked for next month.
3. Click Print or save as PDF to keep it or send it to your accountant, or Email it to me.
4. Open Send it automatically to get it by email on the 1st of every month, and add your accountant's email if you want them to get a copy.

Guests get an itemized receipt by email after they pay (services, add-ons, tip, how they paid). The link opens a receipt they can print or save, and a list of all their visits. Their "Manage my booking" page has the same link.

Insights: how your business is doing

1. In the left menu, click Grow, then the Insights tab.
2. Pick a time period at the top: This month, Last month, Last 90 days or This year. The small ▲▼ arrows compare with the period before.
3. Ideas to grow: a short list of things worth doing, worked out from your own numbers (for example past customers to win back, a quiet weekday to fill, unpaid jobs). Each idea has a button that takes you to the right screen.
4. Below that: revenue for the last 6 months, where bookings come from, best-selling services, busiest days, how full your calendar is, your team, your AI concierge, past customers to win back and your top customers.

Grow your business (Growth plan, campaigns, follow-ups)

In the left menu, click Grow. Growth plan opens first.

1. Your goal: type a revenue goal for this month and click Save goal (we suggest one). The bar shows what's done and booked, and how many more jobs you need.
2. This month's plan: ideas picked from your numbers. Click Start this campaign on an idea to send it.
3. Running automatically: thank-you + review texts, "time for your next cleaning?", "we miss you" offers, Ava following up on quotes, and a Monday check-in for you. Untick any you don't want.

Send a campaign

1. Click Grow, then the Campaigns tab, and pick a ready-made campaign (for example We miss you).
2. Check who it goes to, the offer and the message. The preview shows exactly what customers get.
3. Click Send campaign. Later, the list shows how many people booked from it.

Teach Ava

When customers ask Ava something she can't answer, it appears in Settings > AI concierge & phone under Teach Ava. Type your answer once and click Teach Ava. She uses it from then on.

Ava's learning

Every night Belgravia reviews Ava's finished conversations, scores them and suggests lessons. A second AI checks each lesson against your business information. Open Settings > AI concierge & phone, look at Ava's learning, and click Approve, Save edit or Reject. Nothing is used until you approve it, and Stop using this undoes it. Lessons can never set prices: those always come from your price list.

Orders Ava takes (party rentals)

Ava checks the date, your inventory and the price, checks the party address against the official US address list, and texts callers a map pin to confirm the spot. By default her orders wait in Orders > Quotes under Waiting for your OK: click Approve & book and the customer gets the order, agreement and deposit link. To let Ava book right away, choose Let Ava book right away in Ava's learning and sign the auto-booking acknowledgment. You can switch back at any time.

Set your prices

1. In the left menu, click Settings, then the Prices & extras tab at the top.
2. Room pricing: a base price for every visit, plus an amount per bedroom and per bathroom. The time estimate works the same way (base minutes plus minutes per room).
3. Types of clean: each type multiplies the standard price. For example, a deep clean at 1.5 costs 50% more and takes 50% longer.
4. How often (recurring discounts): the discount for every week, every 2 weeks and every 4 weeks.
5. Extras: click + Add an extra for things like inside the fridge or oven. Give each a price and the extra minutes it takes.
6. Click Save prices.

Hours and booking rules

1. In the left menu, click Settings.
2. Business: your business name, email, phone and address. Put your own mobile in "Your mobile" to get a text for each new booking or problem.
3. When customers can book: the days and hours you work, how much notice you need (for example 24 hours), how far ahead people can book, and the travel gap between jobs.
4. Choose whether a card is required to book, and whether the card is charged automatically when a job is marked done.
5. "Send cleaners tomorrow's jobs at": the time each evening your cleaners get their next-day list by text.
6. Click Save settings.

Add your cleaners

1. In the left menu, click Team.
2. Click + Add cleaner or team.
3. Type their name and mobile number. The mobile number is how they get their jobs, so don't skip it.
4. Tick the days they work and set their hours.
5. Click Save.
6. Click Text job link next to their name. They get a private link to their jobs, with no password needed.

A "team" can be one person or a crew that always works together (for example "Maria & Rosa"). New jobs go automatically to whoever is free and least busy that day. You can always change who's on a job.

Set how each cleaner is paid

1. In the left menu, click Money, then the Team pay tab at the top.
2. Next to the cleaner, click Pay rate….
3. Pick: a percent of each job (for example 40%), a flat amount per job, hourly, or not paid per job. Also pick Contractor (1099) or Employee (W-2).
4. Click Save. Tips always go 100% to the cleaner on the job.

Teams and jobs that need more than one cleaner

Make a team

1. Add each cleaner first (see above), each with their own mobile number.
2. On the Team page, click + Make a team.
3. Give the team a name (for example "Maria & Rosa"), tick 2 or more cleaners, and set the days and hours the team works.
4. Click Save.

A team job is texted to every member, shows on each member's job page, and blocks each member's calendar so nobody is double-booked. A cleaner can be on more than one team. If someone only ever works with their team, edit them and untick Can take jobs alone.

Pay for team jobs

Each member is paid by their own pay rate. For percent pay, the job price is shared equally (2 cleaners at 40% each get 40% of half the price). Per-job and hourly rates are paid to each member in full. Tips are shared equally.

Jobs that need 2 or more cleaners

1. When you add a booking (or click Open on one), set Cleaners needed to 2, 3 or 4.
2. Belgravia gives the job to a free team of that size. The time at the home is shortened to match (a 6-hour clean with 2 cleaners is booked for 3 hours).

Give someone a login

Cleaners don't need a login (their job link works without one), but you can give them one, and you can give managers access too.

1. Click Team, then scroll to Logins and click + Invite someone.
2. Pick their access:
   • Owner: everything, including money and settings.
   • Manager: schedule and customers, but no money, pay or settings.
   • Cleaner / tech: only their own jobs and their own pay.
3. Type their name and email, then click Create invite.
4. We email the invite (and text it to cleaners). You can also click Copy link and send it yourself. They open it and choose a password.

Share your booking page

1. In the left menu, click Grow, then the Booking page & website tab at the top.
2. Under Your booking link, click Copy.
3. Paste it anywhere customers find you: your website, Google Business Profile ("Book online" link), Facebook, Instagram bio, Yelp, and your email signature.

Already have a website? Add booking and your AI concierge to it

1. On the Booking page & website screen, find Add booking and your AI concierge to your own website and click Copy.
2. Paste that one line into your website's footer code (the page explains where for WordPress, Wix, Squarespace, GoDaddy and Shopify), or send it to your web person.
3. Every page of your site now has a Book now button and a chat bubble with your AI concierge. Booking opens in a pop-up, so customers never leave your site.

Want your own buttons to open booking? Add data-belgravia-book to any link or button. Other options: a plain "Book now" button, or the whole booking form inside one page. See step-by-step instructions.

On the booking page, customers pick their home size, the type of clean, how often and any extras. They see the price right away, pick an open time, enter their details and book. They get a confirmation and a link to reschedule or cancel by themselves (up to your cut-off, for example 24 hours before).

Promo codes, specials and gift cards

In the left menu, click Grow, then the Offers & gift cards tab at the top.

A promo code (customers type it)

1. Click + New promo code.
2. Name it (customers see the name), type the code (for example WELCOME20), and choose % off or $ off.
3. Choose First visit only (repeat visits go back to the normal price) or Every visit.
4. Optional: start and end dates, how many times it can be used, a minimum order, certain types of clean only, and New customers only.
5. Click Save. Use Copy link to share a booking link with the code already filled in (great for ads, flyers and emails).

A holiday or seasonal special (no code)

1. Click + New special (no code).
2. Set the discount and the dates, for example "$30 off any deep clean, Nov 20 to Dec 31".
3. Add a banner line. It shows at the top of your booking page while the special runs.

Specials are applied automatically. Your AI concierge mentions them when quoting and applies codes customers give over the phone or by text.

Gift cards

• Sold online: share your gift card page (link on the Offers & gift cards screen). Buyers pay by card, the money goes to your Stripe account, and the code is texted or emailed to the person they choose.
• Sold in person or given away: click + Issue a gift card, enter the amount and how it was paid (or "Free"), and we send the code.
• Using one: customers enter the code when they book (or tell your AI concierge). When the job is paid, the gift card balance is used first and the rest goes on their card. You can also pick Gift card in Record payment and type the code.
• Books: a sold gift card counts as income when it's paid for. Using it later is not counted again. Free gift cards are never counted as income.

Your AI concierge (phone, text and website chat)

Your assistant (named Ava unless you change it) answers your phone line, your text messages and the chat bubble on your booking page, day and night. She quotes your real prices, finds open times, books jobs, and helps existing customers move or cancel. She never takes card numbers.

1. In the left menu, click Settings, then the AI concierge & phone tab at the top.
2. Under How your assistant talks, set her name and pick a phone voice.
3. In "What should it know?", write your rules in plain sentences. For example: "We serve Sugar Land and Missouri City only. We bring all supplies. Pets are fine. We don't clean outside windows or carpets."
4. Click Save. Then call your number and try it.

Conversations at the bottom of the page shows every call, text and chat. Anything with a Follow up tag needs you, for example a complaint or a question she couldn't answer. Click Read, handle it, then click Mark handled. You also get a text about these if you added your mobile in Settings.

When Ava connects a caller to you: callers who press 0 or ask for a person are connected to your store phone (Settings › AI concierge & phone › Store phone). While your phone rings, the caller hears Ava say "Please stay on the line while I connect you", then soft hold music (after about 15 seconds, one "Thanks for holding"). You hear a one-line summary of who is calling and why, then you're connected. If nobody answers, Ava takes a message. Prefer plain ringing? Change While callers wait to be connected to Ringing.

Let Ava learn from your website

Ava can read your website and learn your business from it in a few minutes: your services, hours, areas you serve, common questions and policies.

1. In the left menu, click Settings, then the AI concierge & phone tab.
2. In the Learn from my website box, type your web address (for example sparklemaids.com) and click Start.
3. Wait 2 to 5 minutes. Belgravia reads up to 40 pages of your site and writes down the useful facts. A checker makes sure each one is clear and safe.
4. The facts appear under Ava's learning › Waiting for your OK, each with a link to the page it came from. Click Approve, Save edit or Reject on each one, or Approve all from my website.

Prices found on your site are listed separately and are never quoted by Ava from your website: she quotes from your price list. Offices and spas can click Add as a service to put one on their services list. Names, phone numbers and emails of your customers (for example in reviews) are never saved.

Use your existing phone number

Keep the number your customers already know. On the AI concierge & phone tab, the Use your existing business number box gives you two ways:

Option 1: Forward your calls (5 minutes)

1. Pick your kind of phone line (Verizon, AT&T or T-Mobile cell, landline, or a business phone app).
2. Pick Only calls I miss (your phone rings first, Ava picks up if you don't) or Every call.
3. Follow the steps shown. They have your assistant's number already filled in.
4. Call your business number from another phone to test it.

Option 2: Move your number to Belgravia (1 to 2 weeks)

Best if your line can't forward calls, or you want texts to reach Ava too. Click Move my number to Belgravia, fill in the details exactly as they appear on your phone bill, attach a recent bill, and sign. Your phone keeps working the whole time. Don't cancel your old service until the status says Done.

Your daily schedule

Click Schedule. You see the next 7 days, grouped by day. Use ‹ Prev week, Today, Next week › or the date box to move around.

The boxes across the top are shortcuts. Click one to see just those jobs:

• Need a cleaner: jobs with nobody assigned.
• Mark as done: past jobs nobody finished.
• Unpaid: finished jobs not paid yet.

Tags on each job tell you where it came from: ☎ AI call, ✉ AI text, Added by you, Imported, or no tag for online bookings. On the way means the cleaner has left for the job.

Add a booking yourself (phone or walk-in customers)

1. Click + New booking.
2. Fill in the home size, type of clean and how often. The price fills in by itself, but you can change it.
3. Pick the date and time, and the cleaner (or leave it to assign automatically).
4. Enter the customer's name, address and mobile number or email (one is enough). The address is checked against the official US address list and saved in its correct form. If it can't be found (for example a brand-new street), you'll be asked to confirm it.
5. Click Book it. The customer gets a confirmation and a link to add their card.

Move, change or cancel a job

1. On the Schedule, click Open on the job.
2. Change the date, time, cleaner, price or notes, then click Save. When the date, time or cleaner changes, the customer and the cleaner are both told by text.
3. To cancel just this visit, click Cancel visit. For a repeating customer who is stopping for good, click Cancel all future.

Customers can also reschedule or cancel by themselves from the link in their confirmation, or by calling or texting Ava.

Finish a job and get paid

1. When the cleaning is done, click Done on the job (or your cleaner marks it done from their phone).
2. If the customer has a card saved and automatic charging is on, the card is charged right away and the job shows Paid.
3. If they paid another way, click Record payment, pick cash, check, Zelle, Venmo or other, and enter the amount and any tip. Click Save payment.
4. To charge a saved card yourself, click Charge card.

Your profit on each job

Click Open on any job. Under the payment details you'll see Your profit on this job: the job price, minus the card fee, minus what each cleaner (or each team member) earns. Upcoming jobs show an estimate from the cleaners' pay rates. Tips go straight to the cleaners and aren't counted.

Refunds, partial payments and write-offs

Click Open on the job to see its Payment history. From there:

• Refund returns all or part of a payment (card refunds go back to the card automatically).
• Write off closes a balance you'll never collect, so it stops showing as unpaid.
• If someone pays part of the bill, the job shows Part paid with the balance still owed.

Card payments (Belgravia Pay)

Belgravia Pay is how you take cards in Belgravia. It's powered by Stripe: each business has its own Stripe account, and the money goes from there to your bank.

1. Click Settings, then find Belgravia Pay.
2. Click Connect with Stripe and log in to your Stripe account (or create one). Approve the connection.
3. You come back to Belgravia and it says Connected with one click.

Now customers save a card when they book. It isn't charged until the job is done. The money goes straight into your own Stripe account, and Stripe's fee shows up in your Books. Card numbers are never stored by Belgravia.

Card holds (proves the money is there)

Before each cleaning (48 hours before, unless you change it in Settings → Belgravia Pay), Belgravia asks the customer's bank to hold the cleaning amount. The bank sets the money aside, so you know it's there. Nothing is collected until the job is done; then the held amount is collected (and anything extra, like an added fee, is charged on top). If the job is cancelled or moved, the hold is released.

• Jobs show Card held $___ on the Schedule when the money is reserved.
• If the bank says no (for example not enough money), the job shows Card hold failed, the customer is texted a link to update their card, and you get an alert. Belgravia tries again every 12 hours.
• If someone books online within the hold window and their card is declined, the booking isn't made and they're asked for another card.
• Banks only keep a hold for about a week, so holds are placed at most 6 days ahead (set 0 to turn holds off).

Keep your own card machine

Already have a card machine (Adyen, Square, Clover, your bank's, or the one in your booking app)? Keep using it. Charge the guest on your machine as usual, then open the visit in Belgravia and click 💳 Paid on our card machine. It records the amount owed as paid by card, so your Books and reports stay right. Online payments (deposits, saved cards) run through Stripe today. We add connections to other card processors based on what customers use, so tell us which one you use.

Customers

Click Customers to see everyone: contact details, number of visits, what they've paid, their next visit and the card on file. Use the search box to find someone by name, phone, email or address. Click Edit to fix a name, phone, email, address or notes. If a customer replies STOP to a text, Belgravia stops texting them automatically.

Pay your team

1. Click Money, then Team pay. Owed to the team now shows what each person has earned and not been paid.
2. Earnings are added automatically when a job is marked done, using their pay rate. Tips are added in full.
3. To add a bonus, a deduction or a reimbursement (supplies, gas), click + Bonus / deduction.
4. When you pay someone, click Pay now, check the jobs and the total, pick how you paid (Zelle, cash, check...) and save. It's recorded in your Books as contract labor (1099) or wages (W-2).
5. Made a mistake? Open the payout and click Undo.

If a job's price changes after you've already paid the cleaner, Belgravia adds a correction line to their next pay automatically.

Books and taxes

Click Money (the Books tab opens first). Money in (cleaning payments, less refunds) and money out (card fees, team pay) are filled in for you.

• Bought something? Click 📷 Snap a receipt. On a phone, take a photo of the receipt (or pick a PDF invoice). Belgravia reads the store, date, total and sales tax and picks a category. Check them, then click Save expense. The receipt is kept with the entry: click 📎 receipt next to it to see it again, and it's included when you download your data.
• Or click + Add expense to type one in, for supplies, gas, insurance and so on.
• Or click Import bank statement (CSV), check the categories, then click Approve all. Payments to your team that are already recorded are flagged so nothing is counted twice.
• Month by month shows your profit each month. Click Download to give your accountant everything in one spreadsheet. Each category shows a suggested Schedule C line to help your tax preparer (sole proprietors and single-member LLCs; partnerships and corporations file other forms). These are your records, not tax advice: have your tax preparer review them before you file.

Moving from another system (Booking Koala, Jobber, Launch27...)

Click Settings, then the Move from another system tab, and follow the 5 steps: choose what you're bringing over, download the file from your old system, answer a few questions, match the columns and check the preview, then import. Nothing is texted, emailed or charged during an import, and an import can be undone until its visits are worked on or paid.

Staying in sync with Zenoti or ERS: Belgravia keeps matching your old system only while your own read-only connection is on: a Zenoti API key (Belgravia checks every 15 minutes) or your ERS token (Belgravia copies every night). A one-time spreadsheet copy doesn't stay matched. Your Home and Schedule pages say which you have, with the date of the last copy.

Already have customers' cards in Stripe? Click Link saved cards from Stripe after you import, so you don't have to ask anyone for their card again.

What texts and emails go out

Customers who reply STOP get no more texts. You can see every text and email sent under Settings (Recent texts and Recent emails), including whether each text was delivered.

Turn on texting (3 minutes)

Phone companies only deliver business texts after a one-time registration. Belgravia does the paperwork; you answer 3 questions. You need a plan first (Settings > Plan & billing), because texting has phone-company fees.

1. Click Settings, then the Texting tab.
2. Choose I have an EIN (company or LLC) or I don't have an EIN.
3. With an EIN: type your legal business name exactly as it is on your IRS EIN letter (CP 575 or 147C), including "LLC" or "Inc.", and your 9-digit EIN. Without one: type your name and mobile number.
4. Open "Check your address, website, email and phone" and fix anything that's wrong. Tick the box and click Turn on texting.
5. No EIN? The phone companies text you a code. Type it on the same page.

Then wait: the phone companies check your business (1 to 3 days) and approve your texts (up to 2 weeks). We email you when it's on. Until then, confirmations and reminders go out by email. Belgravia already made your Texting Terms and Privacy Policy pages and added an optional texting box to your booking page.

If something needs fixing, the Texting page tells you in one sentence and outlines the box to change in red. Click Send again.

Customers you brought over from another system get emails but no texts until you confirm they agreed to texts there. Spreadsheet import: answer the texting question when you import. Zenoti: Settings > Move from another system, "Texting your copied customers".

Your website (party rentals)

Open Website in the menu. Pick a design: each one is already filled in with your rentals, photos and prices. Then use the three tabs at the top:

✎ Edit my website

1. Change any text: type in the boxes on the left (on a phone, tap ✎ Edit). Empty boxes use the design's own words.
2. Change any picture: tap it in the preview (on a phone, tap 👁 Preview first), or use the box on the left. 📷 Add photo, ✕ removes, ← → changes the order, Aa describes the photo for Google.
3. Sections: untick a section to hide it, and use ↑ ↓ to change the order (photo gallery, about us, reviews, questions, contact and more).
4. Pages: add pages like About us, Safety rules or Rain policy. Tick Show in the top menu to link them in the menu.
5. Colors, font and logo, and Google and sharing (what Google shows for your website).
6. Everything you change is saved as a draft that only you see. Click Publish changes when it looks right. Earlier versions puts an older version back in your preview.

Tent & event companies

Renting tents, draping, tables and chairs for weddings and events? Website › Change design lists Tents, weddings & events first: Elegant Events, Garden Wedding, Black-Tie Gala, Fiesta (quinceañeras, birthdays, baby showers) and String Lights (graduations, reunions, get-togethers). These designs use event words ("Event date", "Add to my order") and add:

• Shop by occasion: open a rental in Inventory and tap Good for (Weddings, Quinceañeras, Birthdays…). Customers tap an occasion to see those rentals.
• What size tent do I need? Customers type their guest count and see the tents and packages that fit, smallest first. It uses each rental's Capacity (for example "32 guests"), or a guest count in its name.
• Request a quote: customers send their date, guests, occasion and place. You get a text and an email, and it shows at the top of Orders › Quotes with Call, Text, Make a quote and ✓ Handled.

Share a preview (before it's published)

Want someone without a login (a client, a partner) to see the website first? Website › Details & going live › 🔗 Share a preview › Make a preview link, then Copy link and text or email it. Anyone with the link sees the website as it will look. Nothing can be booked or sent from it, and Google won't list it. Turn off the link and it stops working; a new link gets a new address.

Change design

Every design shows your own rentals, photos, texts and pages. Click Switch to this design: nothing you added is lost. Changed your mind? Go back to … puts your previous design back.

Details & going live

1. Fill in your details (phone, delivery fee, cities you deliver to). Each city gets its own page, so people there find you on Google.
2. Side-by-side: your new website goes up at its own link. "Book" buttons send people to your current booking page, so you keep taking orders the old way while you look it over.
3. Make it live: booking turns on. Customers pick a date, see only what's free, and book with a card. Orders appear on your Schedule. First stop taking online orders in your old system for those dates.
4. Your own domain: point it to Belgravia (see "Use your own web address") and your home page becomes the new website.

Changed your mind? "Back to side-by-side" turns online booking off again. Nothing is deleted.

Download your data, or switch back

Your data is yours. To download everything (customers, bookings, payments, gift cards, team pay and books) as spreadsheets in one .zip: Settings > Plan & billing > Download all my data. Open READ-ME-FIRST.txt inside.

Went live and want to go back to your old system? Settings > Move from another system > Switch back to my old system:

1. Download your data. The file made-in-belgravia-since-switching lists the bookings to add to your old system, and gift-cards has today's balances.
2. In your old system, turn reminders and card charging back on, and point your website and phone back to it.
3. Click Switch back. Belgravia stops texting, emailing and charging your customers right away. Nothing is deleted, and you can go live again later.

Spas: massage, facials and head spa

When you sign up as a Spa or massage business, Belgravia works from a menu instead of rooms-and-bathrooms pricing.

1. Settings > Services & rooms: edit your menu. Each service has its own length and price. Tick who can do each one (for example only Cara does head spa). Mark couples services.
2. Add your treatment rooms. Two clients are never booked into the same room at once, and couples services need a couples room.
3. Set add-ons (hot stones, aromatherapy, LED…). An add-on can be limited to one kind of service.
4. Team: add each therapist with their mobile number and gender, so clients can ask for a female or male therapist (or a favourite by name).
5. In Settings, "Cleanup time between appointments" keeps a gap between clients for each therapist and room.

Clients choose a treatment, add-ons and therapist preference, pick a time, and tell you anything the therapist should know (injuries, allergies, pregnancy, pressure). Couples bookings make two appointments side by side, each with their own therapist, in the couples room; moving or cancelling one moves or cancels both. Your AI concierge books the same way by phone and text and never asks for a home address.

Offices: Ava as your AI receptionist

When you sign up as an Office (AI receptionist) business (a marketing agency, law office, accountant, contractor's office…), Ava answers your phone like a receptionist:

1. She answers questions about your business from what you teach her (the quickest way: let her read your website).
2. She takes the caller's name, how to reach them and what they need, and sends it to you.
3. She books appointments, such as a Free consultation, at times you're open. Settings › Services lists what can be booked: edit the free consultation or add your own.
4. When a caller asks for you, or it's urgent, she connects the call to your cell. Put your cell under Settings › AI concierge & phone › Store phone number.
5. After every call she texts and emails you a short summary (turn this off in Settings › AI concierge & phone).

Your hours start as Monday to Friday, 9 to 5. Change them in Settings.

Common questions

Cleaner guide

How you get your jobs, tell customers you're on the way, and see your pay. No app to download.

Your job link

Your manager texts you a private link to your jobs. Tap it any time to see today's and upcoming jobs: the time, address, home size, type of clean, extras and any notes (like a gate code).

1. Open the text and tap the link.
2. On iPhone, tap the Share button, then Add to Home Screen. On Android, tap the ⋮ menu, then Add to Home screen. Now it opens like an app.

You also get a text for every new job (with a directions link), every moved job and every cancelled job, plus tomorrow's list every evening.

Maps and directions

• Each upcoming job shows a map of the home.
• Tap Directions to open turn-by-turn directions in Google Maps, or Apple Maps on an iPhone.
• Got more than one job in a day? Tap 🗺 Map today's route to see every stop in order.

Team jobs

If you're on a team, team jobs show 👥 Team job and who you're working with. Any team member can tap On my way or Job done.

Your workday, step by step

1. Check your list: open your job link (or text TODAY).
2. Leaving for a job? Tap Directions, then On my way. The customer gets a text that you're coming.
3. Need to reach the customer? Tap Call customer or Text customer. Tap the address to open directions.
4. Finished? Tap Job done. If the customer has a card saved, it's charged automatically, and your pay for the job is recorded.
5. Head to your next job and repeat.

Do it all by text

Text these words to your company's number. Capital letters don't matter.

If you have a login

If your manager invited you, you'll get an email or text with a link. Open it and choose a password. After that, log in at belgraviabook.com/login.

• My jobs shows the next 7 days, with the same On my way and Job done buttons.
• My pay (at the bottom of My jobs) shows what you've earned.
• My account lets you change your password.

You only see your own jobs and your own pay.

Your pay

• Not paid yet: what you've earned from finished jobs that hasn't been paid out.
• Paid (this year): your total so far, handy at tax time.
• Your pay rate shows underneath (for example "40% of job"). Tips are all yours.
• Each line shows the job, the date and the amount. Bonuses, deductions and reimbursements show up here too.

Common questions