Run the paperwork behind every clean.
Your AI assistant prepares the proposal, organizes the site file, and keeps the next task moving. You set the price, lead the crew, and sign.
Film transcript
The office is empty. Your crew is arriving. The paperwork still needs a shift of its own. In Studio, your AI assistant turns walkthrough notes into a Word proposal and an English and Spanish crew card PDF. You set the price. A bilingual supervisor checks the card.
Legate organizes complaints, insurance certificates, renewals and payment reminders in your selected approval workflow. An opted-out contact stays suppressed. With Studio and Legate, Regaldi runs twenty-five of forty-four recurring processes, prepares ten for the owner's decision, and leaves nine with the owner and their team.
Studio prepares proposals, bid packets, crew cards and inspection reports. Legate keeps approvals and follow-through in view.
Prospecting calls stay with your staff. AI marketing calls need prior express written consent. Your company keeps the decisions and the signatures. The proposal has an owner. The site has a plan. Your supervisor and crew lead review the work together. Regaldi.
Regulated. Aligned. Digital. Start with one workflow.
With Studio and Legate, Regaldi runs 25 of 44 recurring processes, prepares 10 for the owner’s decision, and leaves 9 with the owner and their team.
Administrative responsibility map. Setup, review and approvals apply. The physical cleaning is not counted.
- System runs
- 25
- Prepares for the owner
- 10
- Owner and team
- 9
- Recurring processes
- 44
Processes each tool runs or prepares; a process both tools share counts for both. Not 44 integrations, an observed automation percentage or time saved. Each process and its tool
In short
Regaldi LLC is a Florida software company that gives commercial cleaning companies an AI assistant for the paperwork behind every clean. Regaldi Studio turns walkthrough notes into proposal drafts, keeps site files and records, and prepares English and Spanish crew cards and bid packets. Legate keeps approved follow-through moving, from new inquiries to reminders. Of the 44 recurring processes mapped for a cleaning company, Regaldi runs 25 with a person at the company confirming, prepares 10 for the owner’s decision, and leaves 9 with the owner and their team, including price and bid terms, signatures, hiring, safety and payroll. The physical cleaning is not counted, and Regaldi does not employ crews, hold client keys or sign bids. Files stay in the company’s folder; content read for a task passes through Regaldi’s server to the AI provider, currently Anthropic or OpenAI. Work starts with one workflow and a written scope.
Related professionsWholesale distributorsPrivate schoolsAll industries
Walk the site. Build the proposal.
Studio turns your walkthrough notes into a room-by-room scope and an editable Word proposal, using your production rates. Price: owner.
Your rates. Your exclusions. Your price and signature. Florida sales tax on nonresidential cleaning is included using company-set rates, checked by your accountant.
Studio transcribes the walkthrough voice note and prepares the documents. Labor inputs come from the owner; there is no production-rate, pricing or tax engine. The invoice is prepared in Studio and sent from the company’s accounting software.
Open items: the owner sets the price; a bilingual supervisor checks the English and Spanish card; the client confirms the access procedure without putting codes in messages.
Give every crew a clear site plan.
Studio drafts site SOPs and English and Spanish crew cards as PDF. A bilingual supervisor checks each card before use.
- 01 · Owner Signed scope The scope and frequencies the client signed.
- 02 · Studio Site SOP Daily, weekly and periodic tasks, approved products with label contact times, opening and closing steps.
- 03 · Studio EN/ES crew card A PDF card in English and Spanish for the crew.
- 04 · Supervisor Supervisor check A bilingual supervisor checks each card before use. Bilingual supervisor review required
Keep the next action in view.
Legate organizes complaints, insurance certificates, renewals and payment reminders in the selected approval workflow.
- Four items wait for review; the opted-out contact stays suppressed and nothing is sent.
Studio prepares the work. Legate keeps it moving.
Use the tools around your files, your sites and your team’s decisions.
StudioPrepares the work · 26 processes
- Walkthrough to Word proposal
Voice notes, photos and floor plans to a room-by-room scope and an editable Word proposal, using your production rates.
- Scopes and SOPs
Site SOPs and checklists from the signed scope, with label contact times and site rules, for supervisor approval.
- English and Spanish crew cards
PDF crew cards drafted in both languages; a bilingual supervisor checks each card before use.
- Public bid packets
Compliance matrices, required forms and missing-item flags for the owner and the signer.
- Inspection and safety files
Dated inspection reports, training records, chemical lists and exposure-control drafts.
- Invoices and timesheet exceptions
Invoice drafts at company-set tax rates and exception lists in Word or PDF. Hours and pay are never changed.
- Computer use
With your permission the assistant opens your own software on your screen and staff’s browser and records each action. Staff confirm portal submissions.
LegateKeeps it moving · 16 processes
- Inquiry intake and booking
Inquiries answered with AI identification, walkthroughs booked on the estimator’s calendar.
- Insurance certificates
Certificate requests and expiry tracking, with subcontractor coverage evidence gathered before work.
- Complaints and renewals
Complaints routed and closed after re-inspection; renewal reminders with the price left to the owner.
- Selected approvals
Outgoing drafts in the approval workflow you choose, with opted-out contacts suppressed.
- Payment follow-up and CRM
Accounts-payable reminders, client and partner history, channel permissions and opt-outs.
- Agreements
Agreement preparation and signature routing. It does not invoice or sign for the owner.
Your own software
Configured per firm. Works in your own software on your screen and in your staff’s browser.
No connector to scheduling, payroll, accounting, procurement or employment-verification systems, no certified translation and no automatic folder indexing. Inquiry replies identify the AI assistant; voice intake requires customer-specific setup.
44 recurring processes. Responsibility made clear.
25 run by the system. 10 prepared for a decision. 9 kept with your people. Each cell names the tool that does the work, or the person who holds it.
- System runs it
- 25
- System prepares it
- 10
- Your people
- 9
- Processes mapped
- 44
- Studio26
- Legate16
- A process both tools share counts for both. Quarry, Radar and Herald carry none.
- S · System runs it. Within the agreed setup and review steps.
- P · System prepares it. The owner or an authorized lead decides.
- H · Your people. People perform the act.
Hover, focus or tap a process to see what the system does. S is not a claim of unattended work; some S outputs still need a supervisor’s review.
Walkthroughs, bids and proposals
- The system runs the administrative work within the agreed setup and review steps. Website, form, email and referral inquiries are logged and answered in the company’s words on the channel used: what the company cleans, the service area and walkthrough times. The reply identifies the AI assistant.Tool: LegateTCPA; §501.059, F.S.
- The system runs the administrative work within the agreed setup and review steps. Square footage, floor types, restrooms, frequency, hours, access procedure and special rooms are collected, and the walkthrough goes on the estimator’s calendar. No alarm codes in messages.Tool: Legate
- The AI assistant prepares it; the owner or an authorized lead decides. Walkthrough notes, photos and floor plans become a room-by-room scope with task frequencies; labor hours come from the company’s own production rates. The owner decides staffing and price.Tool: Studio
- The AI assistant prepares it; the owner or an authorized lead decides. Public, association and corporate solicitations become a compliance matrix: due date, pre-bid meeting, question cutoff, scope, insurance, required forms and certifications, each drafted or flagged.Tool: Studio§§287.057, 287.133, 287.138, 448.095(5), F.S.
- People at the company perform the act; software may organize supporting records. The system lays out labor hours, the wage floor, supplies, the sales-tax line, travel time between sites and margin options. The owner sets every price, bid amount and term.Held by: Owner
- People at the company perform the act; software may organize supporting records. The system checks that the packet is complete and on time. The owner or an authorized officer signs bids, sworn statements and affidavits; staff submit under the company’s login.Held by: Owner or authorized officer§§287.133, 287.138, 448.095(5)(b), F.S.
- The system runs the administrative work within the agreed setup and review steps. The approved proposal goes out as Word or PDF with scope, exclusions, the sales-tax line and validity date; selected follow-ups are approved before release.Tool: Studio · Legate§212.05(1)(i), F.S.; CAN-SPAM
- The system runs the administrative work within the agreed setup and review steps. Due dates, meetings, question cutoffs, awards and protest windows from the actual solicitation are calendared; lawfully public tabulations are logged when released.Tool: Legate§119.071(1)(b)2, F.S.
Contracts, sites and scopes
- The AI assistant prepares it; the owner or an authorized lead decides. The company’s agreement is filled in from the approved proposal and unusual client terms are flagged. The owner reviews the terms; Legate routes for signature and does not invoice.Tool: Studio · Legate§§718.3026(1), 720.3055(1), F.S.
- People at the company perform the act; software may organize supporting records. The system records who signed, when and which version. The owner signs contracts and amendments.Held by: Owner
- The system runs the administrative work within the agreed setup and review steps. From the signed scope: daily, weekly and periodic tasks, products per surface with the label’s contact time, special-room rules and opening and closing steps. A supervisor approves before use.Tool: Studio29 CFR 1910.1200(e)(1); 7 U.S.C. §136j
- The system runs the administrative work within the agreed setup and review steps. Site cards and each change are drafted as PDF in English and Spanish. A bilingual supervisor checks every card before it is posted; this is not certified translation.Tool: Studio29 CFR 1910.1030(g)(2)(vi)
- The system runs the administrative work within the agreed setup and review steps. Who holds which key, fob or badge, with issue and return dates and code-change requests after someone leaves. Codes stay in the company’s locked system, never in chat or email.Tool: Studio
- The system runs the administrative work within the agreed setup and review steps. Certificates are requested with the wording each contract requires, expiry dates are tracked, and subcontractor coverage evidence is gathered before a first shift. A certificate is evidence to review, not a policy change.Tool: Legate§440.10(1), F.S.
- The AI assistant prepares it; the owner or an authorized lead decides. Renewal dates are watched; renewal and cancellation letters are drafted with the wage-floor change and the service record, and association rebid rules are flagged. The price remains the owner’s decision.Tool: Studio · Legate§§718.3026, 720.3055, F.S.
Crews, training and safety
- The system runs the administrative work within the agreed setup and review steps. Crews per site per night in the company’s own scheduling software on its screen; call-outs are filled from the manager’s bench list and supervisors confirm.Tool: Studio · LegateConfigured per firm
- The system runs the administrative work within the agreed setup and review steps. After the owner’s hiring decision: offer letter, I-9 and E-Verify deadlines tracked while staff complete them in the government systems, onboarding packet and site training booked.Tool: Studio§448.095(2), F.S.
- People at the company perform the act; software may organize supporting records. The system assembles attendance, inspection scores, complaints and training records. The owner hires, disciplines and fires; no automated screening, ranking or rejection.Held by: Owner§760.10, F.S.
- People at the company perform the act; software may organize supporting records. The evidence on file for each person or crew paid as a contractor is listed. The owner decides employee or subcontractor status with counsel or the accountant.Held by: Owner§440.02, F.S.
- The system runs the administrative work within the agreed setup and review steps. Who was trained on what and when, refreshers and the applicable HazCom update dates are tracked. Records do not replace training.Tool: Studio29 CFR 1910.1200(h), 1910.1030(g)(2)
- The system runs the administrative work within the agreed setup and review steps. A site chemical list, shift-accessible safety data sheets and English and Spanish secondary-container labels are prepared and kept current.Tool: Studio29 CFR 1910.1200(e)(1), (f)(6), (g)(8)
- The AI assistant prepares it; the owner or an authorized lead decides. For medical and dental accounts: the bloodborne-pathogen plan, its annual review and vaccination-offer tracking are drafted for the safety lead’s decision.Tool: Studio29 CFR 1910.1030(c), (f)
- People at the company perform the act; software may organize supporting records. The system drafts the hazard-assessment form and keeps the signed copy. The employer or safety lead selects products, methods and PPE and decides hazard controls and stopping work.Held by: Safety lead29 CFR 1910.132(d)
- The AI assistant prepares it; the owner or an authorized lead decides. OSHA log entries and carrier reports are drafted from the supervisor’s report and reporting deadlines are alerted. The safety lead confirms and submits.Tool: Studio29 CFR 1904.39, 1904.41
Quality, supplies and client service
- The system runs the administrative work within the agreed setup and review steps. The supervisor’s scores and photos become dated site reports, and failing areas become re-clean tasks. Scores are the supervisor’s; there is no employee scoring engine.Tool: Studio
- The system runs the administrative work within the agreed setup and review steps. Each complaint is logged with site, area, time and photo, routed to the supervisor and closed only after re-inspection; the selected client reply is approved first.Tool: Legate
- The system runs the administrative work within the agreed setup and review steps. Visits, inspection scores, complaints, fixes and upcoming periodic work on one page, sent after approval.Tool: Legate · Studio
- The system runs the administrative work within the agreed setup and review steps. Par levels from crew-reported use; orders are entered in the supplier’s portal in staff’s browser, each submission confirmed. A new disinfectant has its SDS and EPA registration on file first.Tool: Studio
- The AI assistant prepares it; the owner or an authorized lead decides. A register of each disinfectant’s label organisms, surfaces and contact time; proposals and ads are checked so any germ-kill claim matches a label the crew uses. Unsupported claims are flagged and the owner approves wording.Tool: Studio7 U.S.C. §136j
- The AI assistant prepares it; the owner or an authorized lead decides. Requests for floors, carpets, windows or post-construction cleaning become work orders for an owner-set price. Mold over 10 square feet, pest treatment, biohazard and other specialty requests are flagged.Tool: Studio§§468.8411(5), 482.021, F.S.
- People at the company perform the act; software may organize supporting records. The system assembles the timeline, schedule, key register, photos and contract clause. The owner decides the response, any admission and insurance notices for damage, keys, alarms, theft or injury.Held by: Owner
Billing, payroll records and compliance
- The system runs the administrative work within the agreed setup and review steps. Invoices are prepared from the contract and completed work orders with Florida sales tax on nonresidential cleaning at company-set rates, checked by your accountant. Staff send them from the company’s accounting software.Tool: Studio§212.05(1)(i), F.S.
- The system runs the administrative work within the agreed setup and review steps. Selected accounts-payable reminders go out after approval with the statement and signed work orders; a disputed invoice goes to the owner.Tool: Legate
- The system runs the administrative work within the agreed setup and review steps. Clock-ins are compared with the schedule; missing punches, unpaid travel between sites, overtime over 40 hours and pay below the wage floor are listed for the manager. The system never changes hours or pay.Tool: Studio29 CFR 785.38, 516.5, 516.6; Art. X §24, Fla. Const.
- People at the company perform the act; software may organize supporting records. The system hands over the exception list. The owner or authorized payroll manager approves payroll, corrections, final paychecks and wage-claim responses.Held by: Owner or payroll manager§448.110(6), F.S.
- The system runs the administrative work within the agreed setup and review steps. Insurance renewals, local business tax receipts, sales-tax returns, the E-Verify certification and buyer registrations are tracked with reminders ahead.Tool: Legate§§205.053, 440.107, 448.095, F.S.
- The system runs the administrative work within the agreed setup and review steps. Employee and site files are checked for gaps under the company’s retention plan. Not a promise that Regaldi archives every record.Tool: Studio
- The AI assistant prepares it; the owner or an authorized lead decides. Crew rules for medical and dental accounts (do not read or move charts, report found records, restore secured access) and a flag when a client asks for a BAA or records work. The owner decides with counsel.Tool: Studio45 CFR 160.103, 164.502
New business
- The system runs the administrative work within the agreed setup and review steps. Property, facility and association managers, general contractors, commercial brokers and furniture installers: approved introductions and agreed follow-ups. Nothing of value to association officials or managers.Tool: Legate§§718.111(1)(a), 720.3033(3), F.S.
- The system runs the administrative work within the agreed setup and review steps. Procurement portals the company selects are opened by staff and checked on request or on an agreed schedule; janitorial solicitations are listed with due dates. No portal connector.Tool: Studio§287.057, F.S.
- The AI assistant prepares it; the owner or an authorized lead decides. Introductions to businesses in the service area from the company’s mailbox after approval. The owner approves the list and copy; claims match labels and real references.Tool: Studio · LegateCAN-SPAM; 7 U.S.C. §136j
- People at the company perform the act; software may organize supporting records. The system checks numbers against the national, Florida and company do-not-call lists and records results. Company staff dial personally; no AI cold calls.Held by: Company staff§§501.059, 501.616(6), F.S.; TCPA
- The system runs the administrative work within the agreed setup and review steps. An agreed review request goes to clients; the client writes the review. Photos and the profile stay truthful; no fabricated reviews.Tool: Legate · Studio16 CFR 465
- The system runs the administrative work within the agreed setup and review steps. Service reviews for current clients and offers of periodic work after the selected approval. The owner sets any price.Tool: Legate
Read the whole map as a list
| No. | Process | Who carries it | Tool or holder | What the system does | Rule |
|---|---|---|---|---|---|
| Walkthroughs, bids and proposals | |||||
| 01 | Inquiry intake | System runs it | Legate | Website, form, email and referral inquiries are logged and answered in the company’s words on the channel used: what the company cleans, the service area and walkthrough times. The reply identifies the AI assistant. | TCPA; §501.059, F.S. Details |
| 02 | Walkthrough booking | System runs it | Legate | Square footage, floor types, restrooms, frequency, hours, access procedure and special rooms are collected, and the walkthrough goes on the estimator’s calendar. No alarm codes in messages. | Details |
| 03 | Scope and labor draft | System prepares it | Studio | Walkthrough notes, photos and floor plans become a room-by-room scope with task frequencies; labor hours come from the company’s own production rates. The owner decides staffing and price. | Details |
| 04 | Bid packet preparation | System prepares it | Studio | Public, association and corporate solicitations become a compliance matrix: due date, pre-bid meeting, question cutoff, scope, insurance, required forms and certifications, each drafted or flagged. | §§287.057, 287.133, 287.138, 448.095(5), F.S. Details |
| 05 | Price and bid terms | Your people | Owner | The system lays out labor hours, the wage floor, supplies, the sales-tax line, travel time between sites and margin options. The owner sets every price, bid amount and term. | Details |
| 06 | Bid signatures and submission | Your people | Owner or authorized officer | The system checks that the packet is complete and on time. The owner or an authorized officer signs bids, sworn statements and affidavits; staff submit under the company’s login. | §§287.133, 287.138, 448.095(5)(b), F.S. Details |
| 07 | Proposal and follow-up | System runs it | Studio · Legate | The approved proposal goes out as Word or PDF with scope, exclusions, the sales-tax line and validity date; selected follow-ups are approved before release. | §212.05(1)(i), F.S.; CAN-SPAM Details |
| 08 | Bid calendar and results | System runs it | Legate | Due dates, meetings, question cutoffs, awards and protest windows from the actual solicitation are calendared; lawfully public tabulations are logged when released. | §119.071(1)(b)2, F.S. Details |
| Contracts, sites and scopes | |||||
| 09 | Service agreement draft | System prepares it | Studio · Legate | The company’s agreement is filled in from the approved proposal and unusual client terms are flagged. The owner reviews the terms; Legate routes for signature and does not invoice. | §§718.3026(1), 720.3055(1), F.S. Details |
| 10 | Contract signatures | Your people | Owner | The system records who signed, when and which version. The owner signs contracts and amendments. | Details |
| 11 | Site SOPs and checklists | System runs it | Studio | From the signed scope: daily, weekly and periodic tasks, products per surface with the label’s contact time, special-room rules and opening and closing steps. A supervisor approves before use. | 29 CFR 1910.1200(e)(1); 7 U.S.C. §136j Details |
| 12 | English and Spanish crew cards | System runs it | Studio | Site cards and each change are drafted as PDF in English and Spanish. A bilingual supervisor checks every card before it is posted; this is not certified translation. | 29 CFR 1910.1030(g)(2)(vi) Details |
| 13 | Keys and access register | System runs it | Studio | Who holds which key, fob or badge, with issue and return dates and code-change requests after someone leaves. Codes stay in the company’s locked system, never in chat or email. | Details |
| 14 | Insurance certificates | System runs it | Legate | Certificates are requested with the wording each contract requires, expiry dates are tracked, and subcontractor coverage evidence is gathered before a first shift. A certificate is evidence to review, not a policy change. | §440.10(1), F.S. Details |
| 15 | Renewals and adjustments | System prepares it | Studio · Legate | Renewal dates are watched; renewal and cancellation letters are drafted with the wage-floor change and the service record, and association rebid rules are flagged. The price remains the owner’s decision. | §§718.3026, 720.3055, F.S. Details |
| Crews, training and safety | |||||
| 16 | Shifts and call-outsConfigured per firm | System runs it | Studio · Legate | Crews per site per night in the company’s own scheduling software on its screen; call-outs are filled from the manager’s bench list and supervisors confirm. | |
| 17 | New-hire paperwork | System runs it | Studio | After the owner’s hiring decision: offer letter, I-9 and E-Verify deadlines tracked while staff complete them in the government systems, onboarding packet and site training booked. | §448.095(2), F.S. Details |
| 18 | Hiring and termination | Your people | Owner | The system assembles attendance, inspection scores, complaints and training records. The owner hires, disciplines and fires; no automated screening, ranking or rejection. | §760.10, F.S. Details |
| 19 | Worker classification | Your people | Owner | The evidence on file for each person or crew paid as a contractor is listed. The owner decides employee or subcontractor status with counsel or the accountant. | §440.02, F.S. Details |
| 20 | Training records | System runs it | Studio | Who was trained on what and when, refreshers and the applicable HazCom update dates are tracked. Records do not replace training. | 29 CFR 1910.1200(h), 1910.1030(g)(2) Details |
| 21 | SDS and chemical list | System runs it | Studio | A site chemical list, shift-accessible safety data sheets and English and Spanish secondary-container labels are prepared and kept current. | 29 CFR 1910.1200(e)(1), (f)(6), (g)(8) Details |
| 22 | Exposure-control draft | System prepares it | Studio | For medical and dental accounts: the bloodborne-pathogen plan, its annual review and vaccination-offer tracking are drafted for the safety lead’s decision. | 29 CFR 1910.1030(c), (f) Details |
| 23 | Safety and stop work | Your people | Safety lead | The system drafts the hazard-assessment form and keeps the signed copy. The employer or safety lead selects products, methods and PPE and decides hazard controls and stopping work. | 29 CFR 1910.132(d) Details |
| 24 | Injury-report drafts | System prepares it | Studio | OSHA log entries and carrier reports are drafted from the supervisor’s report and reporting deadlines are alerted. The safety lead confirms and submits. | 29 CFR 1904.39, 1904.41 Details |
| Quality, supplies and client service | |||||
| 25 | Inspection reports | System runs it | Studio | The supervisor’s scores and photos become dated site reports, and failing areas become re-clean tasks. Scores are the supervisor’s; there is no employee scoring engine. | |
| 26 | Complaints and requests | System runs it | Legate | Each complaint is logged with site, area, time and photo, routed to the supervisor and closed only after re-inspection; the selected client reply is approved first. | |
| 27 | Monthly service reports | System runs it | Legate · Studio | Visits, inspection scores, complaints, fixes and upcoming periodic work on one page, sent after approval. | |
| 28 | Supplies and order drafts | System runs it | Studio | Par levels from crew-reported use; orders are entered in the supplier’s portal in staff’s browser, each submission confirmed. A new disinfectant has its SDS and EPA registration on file first. | Details |
| 29 | Disinfectant claims check | System prepares it | Studio | A register of each disinfectant’s label organisms, surfaces and contact time; proposals and ads are checked so any germ-kill claim matches a label the crew uses. Unsupported claims are flagged and the owner approves wording. | 7 U.S.C. §136j Details |
| 30 | Extra-work drafts | System prepares it | Studio | Requests for floors, carpets, windows or post-construction cleaning become work orders for an owner-set price. Mold over 10 square feet, pest treatment, biohazard and other specialty requests are flagged. | §§468.8411(5), 482.021, F.S. Details |
| 31 | Site-incident response | Your people | Owner | The system assembles the timeline, schedule, key register, photos and contract clause. The owner decides the response, any admission and insurance notices for damage, keys, alarms, theft or injury. | Details |
| Billing, payroll records and compliance | |||||
| 32 | Invoice preparation | System runs it | Studio | Invoices are prepared from the contract and completed work orders with Florida sales tax on nonresidential cleaning at company-set rates, checked by your accountant. Staff send them from the company’s accounting software. | §212.05(1)(i), F.S. Details |
| 33 | Payment follow-up | System runs it | Legate | Selected accounts-payable reminders go out after approval with the statement and signed work orders; a disputed invoice goes to the owner. | |
| 34 | Timesheet exceptions | System runs it | Studio | Clock-ins are compared with the schedule; missing punches, unpaid travel between sites, overtime over 40 hours and pay below the wage floor are listed for the manager. The system never changes hours or pay. | 29 CFR 785.38, 516.5, 516.6; Art. X §24, Fla. Const. Details |
| 35 | Payroll and wage corrections | Your people | Owner or payroll manager | The system hands over the exception list. The owner or authorized payroll manager approves payroll, corrections, final paychecks and wage-claim responses. | §448.110(6), F.S. Details |
| 36 | Compliance calendar | System runs it | Legate | Insurance renewals, local business tax receipts, sales-tax returns, the E-Verify certification and buyer registrations are tracked with reminders ahead. | §§205.053, 440.107, 448.095, F.S. Details |
| 37 | Employee and site files | System runs it | Studio | Employee and site files are checked for gaps under the company’s retention plan. Not a promise that Regaldi archives every record. | Details |
| 38 | Medical-site rules and BAA | System prepares it | Studio | Crew rules for medical and dental accounts (do not read or move charts, report found records, restore secured access) and a flag when a client asks for a BAA or records work. The owner decides with counsel. | 45 CFR 160.103, 164.502 Details |
| New business | |||||
| 39 | Referral partners | System runs it | Legate | Property, facility and association managers, general contractors, commercial brokers and furniture installers: approved introductions and agreed follow-ups. Nothing of value to association officials or managers. | §§718.111(1)(a), 720.3033(3), F.S. Details |
| 40 | Solicitation watch | System runs it | Studio | Procurement portals the company selects are opened by staff and checked on request or on an agreed schedule; janitorial solicitations are listed with due dates. No portal connector. | §287.057, F.S. Details |
| 41 | Email and letter drafts | System prepares it | Studio · Legate | Introductions to businesses in the service area from the company’s mailbox after approval. The owner approves the list and copy; claims match labels and real references. | CAN-SPAM; 7 U.S.C. §136j Details |
| 42 | Prospecting calls | Your people | Company staff | The system checks numbers against the national, Florida and company do-not-call lists and records results. Company staff dial personally; no AI cold calls. | §§501.059, 501.616(6), F.S.; TCPA Details |
| 43 | Reviews and local profile | System runs it | Legate · Studio | An agreed review request goes to clients; the client writes the review. Photos and the profile stay truthful; no fabricated reviews. | 16 CFR 465 |
| 44 | Account reviews | System runs it | Legate | Service reviews for current clients and offers of periodic work after the selected approval. The owner sets any price. | |
These are administrative responsibility assignments, not 44 integrations, an observed automation percentage or a measure of time saved; the physical cleaning is not counted. No AI cold calls, paid association referrals, unsupported disinfection claims, licensed specialty work, applicant ranking, automatic pay changes or disaster-based prospect targeting.
Your price. Your people. Your signature.
You decide the price and bid terms, sign bids, sworn statements and contracts, hire and fire, and retain responsibility for safety, incidents and payroll. Authorized officers, the safety lead and the payroll manager act only within the owner’s authorization. Worker classification is decided with counsel or the accountant, not an algorithm.
Regaldi LLC is a Florida software company. It does not employ cleaning crews, perform cleaning, apply disinfectants, sign bids or hold client keys.
-
05 Price and bid terms Owner
Business judgment- What stays with your people
- Every price, bid amount and term is the owner’s. Labor inputs come from the company’s own rates; there is no pricing engine.
- What the system does around it
- The system lays out labor hours, the wage floor, supplies, the sales-tax line, travel time between sites and margin options. The owner sets every price, bid amount and term.
-
06 Bid signatures and submission Owner or authorized officer
§§287.133, 448.095(5), F.S.- What stays with your people
- Bids, sworn statements and affidavits are signed by the owner or an authorized officer, who is responsible for their truth. Staff submit under the company’s login.
- What the system does around it
- The system checks that the packet is complete and on time. The owner or an authorized officer signs bids, sworn statements and affidavits; staff submit under the company’s login.
-
10 Contract signatures Owner
The power to bind the company- What stays with your people
- The owner signs contracts and amendments. Agreement routing records the signature; it does not make the decision.
- What the system does around it
- The system records who signed, when and which version. The owner signs contracts and amendments.
-
18 Hiring and termination Owner
§760.10, F.S.- What stays with your people
- Hiring, discipline and termination are the owner’s decisions. No automated applicant screening, ranking or rejection.
- What the system does around it
- The system assembles attendance, inspection scores, complaints and training records. The owner hires, disciplines and fires; no automated screening, ranking or rejection.
-
19 Worker classification Owner
§440.02, F.S.- What stays with your people
- Employee or subcontractor status is decided by the owner with counsel or the accountant, not by an algorithm.
- What the system does around it
- The evidence on file for each person or crew paid as a contractor is listed. The owner decides employee or subcontractor status with counsel or the accountant.
-
23 Safety and stop work Safety lead
29 CFR 1910.132(d)- What stays with your people
- The employer assesses hazards and chooses PPE, products and methods, and the safety lead decides when work stops.
- What the system does around it
- The system drafts the hazard-assessment form and keeps the signed copy. The employer or safety lead selects products, methods and PPE and decides hazard controls and stopping work.
-
31 Site-incident response Owner
Contract and insurance terms- What stays with your people
- The response to the client, any admission and the insurance notice after damage, lost keys, alarms, theft or injury are the owner’s.
- What the system does around it
- The system assembles the timeline, schedule, key register, photos and contract clause. The owner decides the response, any admission and insurance notices for damage, keys, alarms, theft or injury.
-
35 Payroll and wage corrections Owner or payroll manager
§448.110(6), F.S.- What stays with your people
- The owner or authorized payroll manager approves payroll, wage corrections, final paychecks and wage-claim responses.
- What the system does around it
- The system hands over the exception list. The owner or authorized payroll manager approves payroll, corrections, final paychecks and wage-claim responses.
-
42 Prospecting calls Company staff
§§501.059, 501.616(6), F.S.- What stays with your people
- Company staff dial prospecting calls personally after the do-not-call checks. AI marketing calls need prior express written consent.
- What the system does around it
- The system checks numbers against the national, Florida and company do-not-call lists and records results. Company staff dial personally; no AI cold calls.
The assistant neither signs attestations nor accepts liability, changes hours or pay, makes safety decisions, ranks applicants or promises a bid outcome. General information, not legal, tax or safety advice.
Responsibilities and limits
The limits each workflow keeps, by topic. Processes on the map link here.
Prices, contracts and tax§212.05(1)(i), F.S.
The owner sets every price, bid amount and term and signs contracts. Labor estimates come from the company’s own production rates; there is no pricing, production-rate or tax engine. Florida sales tax on nonresidential cleaning is applied at company-set rates and checked by your accountant; common-area tax treatment needs accountant review before it reaches an invoice.
Public bids and associationsCh. 287; §§718.3026, 720.3055, 718.111(1)(a), 720.3033(3), F.S.
Check eligibility, required certifications, procurement restrictions and submission rules for each buyer. The person signing an affidavit is responsible for its truth. Convicted-vendor restrictions, drug-free workplace preferences, foreign-country-of-concern attestations, E-Verify for public contractors and subcontractors, and disability-agency preferences apply where relevant. Sealed bids become public under the applicable release rule, not on submission. Respect any local cone of silence.
Association contracts are in writing. The condominium competitive-bid rule applies above 5% of the total annual budget including reserves and the HOA rule above 10%, with exceptions reviewed; the lowest bid need not win, and an HOA renewal without rebidding needs the applicable cancellation provision with 30-day notice. No payments, gifts or other value to association officers, directors or managers.
Hiring, verification and classification§§448.095, 440.02, 440.10, F.S.
Staff complete I-9 and employment verification in the government systems within the applicable deadlines. E-Verify applies to private employers with 25 or more employees and to public contractors and subcontractors regardless of size. Hiring, discipline, termination and worker classification stay with the owner; no automated applicant screening, ranking or rejection.
Workers’ compensation generally begins at four employees outside construction and one in construction; construction-debris classification needs the insurance agent’s review. Subcontractor coverage evidence is collected before work. A certificate is evidence to review, not a policy amendment or coverage promise.
Safety and chemicals29 CFR 1910.132, 1910.1200, 1910.1030, 1904
The employer chooses chemicals, PPE, methods and stop-work action. The written hazard communication program, chemical inventory, container labels, shift-accessible safety data sheets and training are organized, with the HazCom update dates of November 20, 2026 for substances and May 19, 2028 for mixtures. Where occupational exposure exists, the employer approves the bloodborne-pathogen plan, offers hepatitis B vaccination within ten working days and trains on assignment and annually in a language workers understand.
Injury logs, posting and electronic submission depend on company and establishment thresholds. Eight-hour fatality and 24-hour hospitalization, amputation and eye-loss reporting deadlines are alerted; the safety lead confirms and submits. Supervisor-checked bilingual cards do not replace training.
Time, pay and records29 CFR 516, 785.38; Art. X §24, Fla. Const.; §448.110, F.S.
Timesheet checks include paid travel between sites, missing punches, overtime over 40 hours and the wage floor; Florida’s $15 hourly minimum applies from September 30, 2026, with future adjustments confirmed. Studio lists exceptions and never changes hours or pay; the owner or authorized payroll manager approves corrections and wage-claim responses, including the 15-day response window after a minimum-wage notice.
Apply the company’s retention plan: payroll records at least three years, basic time records at least two, bloodborne-pathogen training records three and OSHA logs five, with holds and longer obligations. A file checklist is not a promise that Regaldi archives every record.
Disinfectant claims7 U.S.C. §136j (FIFRA)
Use only label-supported claims and follow the label’s application and contact-time instructions. No home-made mixtures sold as disinfection. The label’s named organisms, surfaces and contact time define the wording; unsupported claims are flagged and the owner approves.
Specialty scope§§468.8411, 468.8419, F.S.; Ch. 482, 469, F.S.
Mold remediation over 10 square feet, pest control, asbestos work and other licensed specialty work require the appropriate qualifications. Regaldi flags these requests; it does not quote them as ordinary cleaning. Biohazard cleanup, high-rise rope work and construction debris need separate safety and scope review.
Site access and privacy45 CFR 160.103, 164.502
Keys, badges and custody are recorded. Alarm codes stay in your locked system, outside messages and email. At medical sites crews follow the client’s privacy rules: do not read or move charts, report found records and restore secured access. Patient information is not needed for this workflow, and the owner reviews records-handling, shredding and BAA requests with counsel.
Calls, texts and emailTCPA; FCC 24-17; §§501.059, 501.616(6), 934.03, F.S.; CAN-SPAM
AI marketing calls and automated marketing texts require prior express written consent, including to business owners on cell phones. AI communications identify themselves. No AI cold calls. Staff dial prospecting calls after national, Florida and company do-not-call checks, within 8 a.m. to 8 p.m. at the recipient’s location and no more than three calls in 24 hours on the same subject. Business opt-outs bind; recording requires every party’s consent.
Email uses an accurate sender, the postal address and a working opt-out honored within 10 business days, without continued sending in that window. No targeting after a fire, flood, hurricane or citation. Florida telephone-seller licensing or an exemption is a question for counsel before prospecting begins.
Count the work around the cleaning.
Use your volumes to choose a workflow worth measuring.
≈ modeled hours a week of administrative work
About of staff hours a week under the comparison assumption. Workload selected for evaluation: about hours, of staff hours.
(10 inquiries × 20 min + 40 sites × 30 min + 60 crew × 5 min) ÷ 60 + 4 bids × 12 ÷ 50 weeks × 6 h = 34.1 hours a week; × 56.8% = 19.4 selected for evaluation
An estimate from the assumptions shown, not measured results or promised savings. Review and approval still take time.
Build the relationship. Prepare the next step.
Organize direct inquiries and partner introductions, then bring the conversation to your team. This is a method, not a case study.
Find
Legate · StudioInbound inquiries, businesses in the service area, open public and association solicitations.
Property and facility managers, association management firms, general contractors, commercial brokers and furniture installers.
Business data only; no purchased consumer lists or targeting after fire, flood, hurricane or citation.
Research
StudioBusiness records, website, requested site details, the solicitation and lawfully public award tabulations.
Company records, relevant professional registration, buildings managed.
Public bid records keep their lawful release timing. No invented tenant-move or contract-expiry feed.
Write
Studio · LegateAn introduction, truthful references, the service scope, a bid response.
A capability sheet with insurance and service-area summary.
Owner approves list and copy; accurate sender, postal address and opt-out; label-supported disinfection claims only.
Call
Company staff · Legate recordsStaff personally dial prospecting calls after the required checks.
Staff contact partners who agreed to a conversation.
Any configured AI marketing callback requires prior express written consent, AI disclosure and channel checks. A business listing or previous inbound contact is not that consent.
Follow up
LegateRecord replies, book walkthroughs, keep the bid calendar, suppress opt-outs immediately.
Record referrals and agreed next contacts.
Selected approval workflow with quiet hours. Opt-outs honored within 10 business days, with no sending in that window.
Present
StudioA room-by-room proposal, exclusions, insurance and the accountant-checked tax line.
A post-construction scope for a contractor or an association common-area plan.
The owner sets the price. Actual job evidence only; no fabricated review or germ-kill promise.
Close
Studio · LegateThe owner signs the agreement; staff record the source.
Record the referral and send a thank-you note.
Signatures stay human. Nothing of value to association officials or managers and no payment tied to wins.
- Prospecting calls
Staff dial prospecting calls. Apply national, Florida and company do-not-call checks, 8 a.m. to 8 p.m. at the recipient’s location and no more than three calls in 24 hours on the same subject. Business opt-outs bind. Recording requires every party’s consent. §501.616 Details
- AI calls and texts
AI marketing calls and automated marketing texts require prior express written consent, including to business owners on cell phones. AI communications identify themselves. No AI cold calls. FCC 24-17 Details
- Telephone-seller rules
Florida telephone-seller licensing or an exemption is a question for counsel before prospecting begins. No blanket business-to-business exemption is claimed. Details
- Reviews
Clients write their own reviews. No fabricated or incentivized reviews; photos and the local profile stay truthful. 16 CFR 465 Details
Say what the label supports.
Studio flags disinfection claims that go beyond the EPA label for the product your crew uses.
- 01 · Draft copy Unsupported claim “kills 99.9% of viruses”, found in a demonstration proposal.
- 02 · Studio Flag for review Compared with the label extract for the product the crew uses.
- 03 · Owner Label-supported wording Only the label’s named organisms, surfaces and contact time. Owner review remains open
Use only label-supported claims and follow the label’s application and contact-time instructions. No home-made mixtures sold as disinfection. 7 U.S.C. §136j
Build the packet. Leave the attestation to the signer.
Studio prepares a bid compliance matrix, required forms and missing-item flags. The owner sets the bid; an authorized officer signs.
Check eligibility, required certifications, procurement restrictions and submission rules for each buyer. The person signing an affidavit is responsible for its truth.
State-agency procurement follows Chapter 287; counties, cities and school districts have their own codes and contact restrictions. Track the actual solicitation’s deadlines rather than a universal protest window. Do not assume every state cleaning contract is open to competition, and respect restrictions on solicitation drafters and any local cone of silence. Sealed bids become public under the applicable release rule, not on submission.
- Due date, pre-bid meeting and question cutoff
- Scope and site list
- Insurance limits and certificates
- E-Verify affidavit for public contractors and subcontractors
- Eligibility: convicted-vendor, drug-free workplace, foreign-country-of-concern attestations where relevant
- Required attestations, signed by the authorized signer
Associations
Association contracts are in writing. The condominium competitive-bid rule applies above 5% of the total annual budget including reserves, the HOA rule above 10%, with exceptions reviewed; the lowest bid need not win. An HOA renewal without rebidding needs the applicable cancellation provision, including 30-day notice. No payments, gifts or other value for referrals or contracts to association officers, directors or managers.
Specialty scope
Mold remediation over 10 square feet, pest control, asbestos work and other licensed specialty work require the appropriate qualifications. Regaldi flags these requests; it does not quote them as ordinary cleaning.
Biohazard cleanup, high-rise rope work and construction debris need separate safety and scope review. Check post-construction workers’ compensation classification with the company’s insurance agent.
Keep the records ready. Keep decisions with the employer.
Studio organizes safety files, inspection reports, training dates and timesheet exceptions. Your team makes the employment and safety decisions.
- 01
Site safety file
Hazard communication program, chemical list, safety data sheets, labels, training dates and the exposure-control plan where it applies.
- 02
Inspection report
The supervisor’s dated scores and photos per area, with re-clean tasks. Scores are the supervisor’s.
- 03
Payroll exception list
Missing punches, travel between sites, overtime and wage-floor gaps in Word or PDF, for the manager. No pay is changed.
- Staff complete I-9 and employment verification in the government systems within the applicable deadlines. E-Verify applies to private employers with 25 or more employees and to public contractors and subcontractors regardless of size. Public-contract affidavits remain the signer’s act.
- Workers’ compensation generally begins at four employees outside construction and one in construction. Construction-debris classification needs the insurance agent’s review. Collect subcontractor coverage evidence before work; lack of required coverage can stop operations.
- The employer chooses chemicals, PPE, methods and stop-work action. HazCom update dates are tracked, including November 20, 2026 for substances and May 19, 2028 for mixtures. Professional daily chemical use is not treated as automatically consumer-exempt.
- Where occupational exposure exists, the employer approves the bloodborne-pathogen plan and its annual review, offers hepatitis B vaccination within ten working days and trains on assignment and annually in a language workers understand. Training records are kept three years.
- Injury logs, posting and electronic submission depend on company and establishment thresholds. Eight-hour fatality and 24-hour hospitalization, amputation and eye-loss reporting deadlines are alerted; the safety lead confirms and submits. Regaldi does not make the reporting decision.
- Florida’s $15 hourly minimum applies from September 30, 2026; confirm future adjustments. Travel between sites is paid time. The owner or authorized payroll manager approves corrections and wage-claim responses, including the 15-day window after a minimum-wage notice.
- Public-school access when students are present requires the applicable fingerprint screening and badges. Status is tracked without deciding a person’s suitability or eligibility.
Apply the company’s retention plan: payroll records at least three years, basic time records at least two, bloodborne-pathogen training records three and OSHA logs five, with holds and longer obligations. A file checklist is not a promise that Regaldi archives every record. Read 29 CFR 1910.1200, 1910.1030, 29 CFR 785.38, §448.095 and §212.05 in full.
Keep site access and sensitive records in their proper place.
Agree folders, accounts, review steps and data terms before the workflow begins.
- Your computerThe company’s folderstays here
- Regaldi’s serverPasses the task contentstores memory and uploads
- AI providerAnthropic or OpenAIprocesses what the assistant reads for a task
- Access
- Keys, badges and custody are recorded. Alarm codes stay in your locked system, outside messages and email.
- Medical sites
- Crews follow the client’s privacy rules: do not read or move charts, report found records, and restore secured access. Patient information is not needed for this workflow.
- BAA requests
- The owner reviews records-handling, shredding and BAA requests with counsel.
- Working files
- Files stay in the company’s folder. Content the AI assistant reads for a task passes through Regaldi’s server to the AI provider, currently Anthropic or OpenAI.
- Memory and uploads
- Memory and uploads are stored on Regaldi’s server under written access, retention and deletion terms.
- Other people’s lists
- Employee and client data are not used to build contact lists for anyone else.
No local-only processing, zero retention, SOC 2 certification or promise of compliance is claimed. AI output can be wrong; check drafts before relying on them.
Start with one workflow.
Choose the recurring task, agree the permissions, and review the output with your team.
- 01 · DiagnosticTwo to three weeks
Scope
The recurring task, the permissions, the review owners and the baseline.
Credited once toward the project.
- 02 · PilotOne process
Run
An owner-reviewed proposal, a supervisor-checked crew card or a selected approval workflow.
Where a question remains open after the diagnostic.
- 03 · BuildIn stages
Review
The actual pilot measured against the baseline, then your decision about expanding. No predetermined savings target.
Voice intake needs company-specific setup; cold AI calling stays off.
A flat fee for software and services. No fee tied to contracts won, square footage, bid value or headcount placed. Regaldi pays and takes nothing for referrals.
The scope of each stage is agreed in writing. Regaldi reports the changes it observes and their limits; it does not promise savings, won bids or new clients.
Prices: regaldi.ai/pricing/
Bring Ita one workflow
Tell us your team size, service area and the recurring work you want to improve. A principal reads every inquiry and writes back by email. Do not include documents, patient information, worker files, alarm codes or passwords.
A form submission is not consent to AI marketing calls.
Do not include patient information, client files or passwords. Sending this does not purchase a service. Your message is relayed to office@regaldi.ai through FormSubmit; our Privacy Policy applies.
Regaldi LLC is a Florida software company. It does not employ cleaning crews, perform cleaning, apply disinfectants, sign bids or hold client keys. Licensed specialty work remains with appropriately licensed providers. General information, not legal, tax or safety advice. Each company remains responsible for employment, tax, safety, licensing and telemarketing compliance. AI output can be inaccurate and must be reviewed before it is relied on.