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Xota

Xota is a platform for cleaning businesses that combines rota scheduling, time tracking, payroll, team messaging, and client updates.

Place
#23 of 34
Score
6.7
Xota's website

What Xota is

Xota is a platform for cleaning businesses that combines rota scheduling, time tracking, payroll, team messaging, and client updates. Drag-and-drop scheduling handles one-off work and recurring booking templates. Operatives use the mobile app to view shifts and checklists, clock in and out with GPS, upload photos, and complete bookings. Through the client portal, customers can see upcoming and past bookings, photos, signed-off reports, and raise issues, requests, or extras. Recorded time feeds payroll and hours reporting without a separate timesheet. The Pro plan adds branded quotes with e-signature, invoicing from signed-off bookings, purchase orders, and project margin reports. Xota supports web, iOS, and Android, and offers a public REST API for custom connections. There are no direct Xero, QuickBooks, or Sage integrations yet. Data is hosted in UK data centres and protected with TLS 1.2+ in transit, encryption at rest, and UK GDPR handling.

Good

  • Recurring booking templates
  • GPS clock-in and checklist mobile app
  • Client portal with photos and reports
  • Recorded time feeds payroll
  • CSV export and public REST API

Watch out

  • No direct Xero, QuickBooks, or Sage integrations
  • Account becomes read-only after trial without plan
  • Complete compliance features marked Coming Soon
  • No free plan

Who it suits

It is intended for domestic and commercial cleaning businesses, from a single cleaner to teams with hundreds of workers.

Verdict

Xota covers scheduling, field proof, client communication, and payroll-oriented time records for cleaning operations. Its plans add financial and compliance tools, but accounting integrations are not yet direct and inactive trial accounts become read-only.

Plans and prices

From Xota's own pricing page, checked 9 Oct 2026.

All about pricing
PlanPriceWhat it gives you
Standard£25 a month6–10 employees · £2.50/employee · clients, projects and bookings · recurring booking templates · operative mobile app and clocking in · client portal · holiday, leave and timesheets · proof-of-work photos and reports
Pro£32.50 a month6–10 employees · £3.25/employee · everything in Standard · branded quotes with e-signature · invoicing with photo attachments · purchase orders and spend tracking · margin reports per project
Complete£40 a month6–10 employees · £4.00/employee · everything in Pro · certification and training records · automatic expiry reminders · business-wide compliance dashboard · auto-block bookings for expired staff · Coming Soon

The facts

Each one read from Xota's own pages, with the date it was checked.

What it does

Availability
Training and Compliance is marked as coming in 2026, with early access open for the Complete plan.checked 9 Oct 2026
Client portal
Clients can view upcoming and past bookings, see photos and signed-off reports, and raise issues, requests or extras through the portal.checked 9 Oct 2026
Data protection
Xota says data is hosted in UK data centres, encrypted in transit over TLS 1.2+ and at rest, and handled to UK GDPR standards.checked 9 Oct 2026
Finance
The Pro plan adds branded quotes with e-signature, invoicing from signed-off bookings, purchase orders and project margin reports.checked 9 Oct 2026
Integrations
There are no direct Xero, QuickBooks or Sage integrations yet; Xota says a public REST API is available for custom connections.checked 9 Oct 2026
Intended users
Xota says it is for cleaning businesses including domestic and commercial contract cleaners, and supports teams from a single cleaner to hundreds.checked 9 Oct 2026
Notable limit
After the 90-day trial, an account that has not selected a plan switches to read-only while its data remains intact.checked 9 Oct 2026
Payroll
Xota says recorded time feeds into payroll and hours reporting, with no separate timesheet to fill in.checked 9 Oct 2026
Product
Xota is a cleaning company platform for rota scheduling, time tracking, payroll, team messaging and client updates.checked 9 Oct 2026
Scheduling
It supports drag-and-drop scheduling and recurring booking templates for one-off or repeated work.checked 9 Oct 2026
Security
Xota states it is SOC 2 Type II compliant and supports SSO and SCIM provisioning.checked 9 Oct 2026
Support and exports
Users can export core records as CSV, and Xota says it will provide a standard DPA and complete reasonable security questionnaires on request.checked 9 Oct 2026

Where it runs

Mobile app
Operatives can view shifts and checklists, clock in and out with GPS, upload photos and mark bookings complete in the mobile app.checked 9 Oct 2026

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