Case studyOps AutomationHome management, Sedona AZ
How Desert Haven got its operations onto one screen.
2,690
false flags cleared from operations tracking
215
timesheets after reconciliation, down from 234
31
lost timesheet entries recovered
97%
of clean jobs tied to one cleaner, property and date
01The situation
Desert Haven is a luxury home management company in Sedona, Arizona. Its crews clean homes and run quality checks, it manages short-term rentals, and it watches homes while the owners are away. Every day that means a lot of jobs, staff and properties to keep straight.
The tools behind that work didn't talk to each other. Owner invoicing took most of a Monday, payroll took most of a Friday, and quotes were written out by hand. The timesheet system had drifted too. A formula key that recomputed on every edit could turn one misattached entry into a duplicate sheet, and by September there were fourteen duplicate sets and eleven entries filed to the wrong week.
02What we built
- A weekly invoicing automation that produced a QuickBooks-ready owner invoice file. Its first clean supervised run was in July 2026.
- A command center that pulls live data from the operations platform every ten minutes. It shows today's jobs and who is on them, tasks, supply levels, reported issues, quality scores and inbound inquiries.
- A shared inbox for managers and field staff, with the crew-facing screens available in English or Spanish.
- Role-scoped logins, so a cleaner reaches what a cleaner needs and nothing a manager or owner sees.
- A timesheet reconciliation that took 234 timesheets down to 215, cleared every duplicate set and wrong-week entry, and recovered 31 entries that had been lost.
- A cleanup of the operations tracking that removed 2,690 false flags, so the issues still marked open are the ones that really are.
- Quality scoring tied to the specific cleaner and job, sorted lowest first so coaching has a clear target.
- Then a guided quoting engine for the quotes that used to be handwritten, plus timecards and payroll weeks, quality-check scheduling rules, cleaner performance reports and a partner CRM.
03The system at a glance
- 01
Live team view
Today's jobs, who is clocked in, and what needs attention lead the home screen
- 02
Inbox
Managers and field staff message in one place, with the crew screens in English or Spanish
- 03
Supply and inventory
Every property ordered by how far below its par level it is running, with a stock count crews do from a phone
- 04
Tasks and issues
Every job and every reported problem tracked from open to resolved, with an urgent lane
- 05
Quality
Clean-job scores tied to the specific cleaner, sorted lowest first so coaching has a target
- 06
Inquiries
Inbound quote requests tracked in one pipeline instead of scattered across inboxes
04The results
2,690
false flags removed, leaving 17 issues genuinely open out of 13,774 on record
215
timesheets after reconciliation, down from 234, with no duplicate, wrong-week or empty sheets left
31
lost timesheet entries recovered
10 min
between syncs, pulling every job, property and issue from the operations platform into the console
97%
of clean jobs, 3,003 of 3,101, match one cleaner, property and date, so a quality score lands on the right person
Figures pulled from the Command Center's live operations mirror and the September 2026 timesheet reconciliation.
Most of the work was getting the software the team already ran to agree with itself, so a quality score lands on the right cleaner and a pay record lands on the right week.