# StayClean is deeply rebuilding its accounting system to better match how customers actually operate Source: https://stayclean.io/press/stayclean-rebuilding-accounting-system-customer-operations Language: en Author: William Rudent Published: 2026-09-29T00:00:00+00:00 Principal accounting, pass-through expenses, deferred payment terms, finer financial granularity and upcoming European requirements: StayClean is rebuilding its financial infrastructure around the real operating models of its customers. As StayClean is adopted by a wider range of professional operators, one thing has become increasingly clear: **accounting is never just an invoice at the end of the month.** Real-estate agencies, concierge companies, property managers, owners and larger hospitality operators all have different financial workflows. Some act in their own name, while others operate on behalf of property owners. Some need extremely precise allocation of amounts, while others require flexible payment terms or specific pass-through expense workflows. StayClean is therefore working on a **deep redesign of its financial and accounting infrastructure**. The objective is not a cosmetic update to the billing screens, but a more flexible, granular and future-ready financial architecture. ### Our customers have shown us that one accounting model is not enough A professional operator managing ten properties does not necessarily have the same requirements as a real-estate agency handling money and expenses on behalf of multiple owners. An owner may need an invoice issued directly to them. An agency may need amounts allocated under a principal or mandate relationship. Another customer may need specific expenses passed through accurately, while larger organizations require detailed exports and allocation by property, owner or operation. These are not edge cases. They are part of the reality of the market we serve. ### Better support for principal and mandate-based accounting One important area concerns agencies and managers acting under a mandate. The new architecture is intended to make the financial relationship between the StayClean customer, the managed property and, where relevant, the underlying property owner much clearer. That means modeling the economic roles more precisely: who orders the service, which property it relates to, who ultimately bears the cost, who the amount needs to be allocated to, and what information needs to appear in documents, exports and accounting records. The objective is to bring StayClean closer to the accounting reality of professional property management. ### Handling pass-through expenses with more precision Pass-through expenses are another topic customers regularly raise. An amount paid in the name and on behalf of a third party is not automatically equivalent, from a legal or tax perspective, to a standard recharge. The future architecture is therefore being designed with more granular financial flows so different cost types can be identified, documented and, where the relevant legal and tax conditions are met, handled through an appropriate pass-through or disbursement workflow. The goal is not to make complex rules appear simpler by ignoring them. It is to structure the right information so customers and their advisers can work more cleanly. ### Payment terms that better reflect professional cash cycles Another recurring request concerns when customers are charged. Immediate payment is not always well aligned with organizations whose own settlement cycle with owners or principals occurs later. StayClean is therefore exploring new **deferred payment options of 7, 30, 60 and, in some cases, up to 90 days**. These options remain under consideration and development. Any future availability will depend on factors including risk assessment, market, payment partners, regulatory framework and customer profile. The direction is clear: give professional customers more flexibility without unnecessarily delaying payment to the operational partners carrying out the work. ### Greater granularity across every financial movement The redesign goes well beyond payment terms. We want every financial movement to be described more precisely: property, intervention, customer, owner or principal, cost category, tax treatment, payment status, source of funds and, where relevant, recharge logic. This level of granularity is essential if StayClean is to support both small businesses and more complex multi-entity organizations over time. ### From invoicing feature to financial infrastructure As the product expands, a simple invoice screen will no longer be enough. Cleaning, linen, storage, kits, consumables and future services may all require different billing rules within the same customer relationship. The new architecture is therefore intended not only to improve today’s invoices, but to create the foundation for a financial infrastructure capable of supporting multiple services, parties and payment models. ### Preparing for the changing European framework At the same time, Europe’s regulatory framework for VAT and digital invoicing is changing. The EU adopted the VAT in the Digital Age package in 2025. Its measures will be introduced progressively through 2035 and include an increased role for electronic invoicing and digital reporting, particularly for cross-border B2B transactions. StayClean does not want to wait until every change becomes mandatory before adapting its foundations. The redesigned architecture is intended to support more structured data, stronger traceability and better interoperability from the outset. Not every rule applies in the same way to every business or jurisdiction, so concrete compliance will always depend on the market, business model and tax context involved. ### Better traceability for customers and advisers A modern financial system should not only calculate correctly. It should also be able to explain why an amount exists. Over time, we want to provide clearer traceability for each financial line: its origin, related service, property, parties, status and relevant supporting information. That should make daily operations easier not only for customers, but also for accountants, advisers and internal finance teams. ### We evolve because our customers keep telling us what they need This redesign is not coming from an abstract roadmap. It comes from questions we hear repeatedly: Can the invoice be allocated directly to the owner? How do we handle mandate-based structures? How should pass-through expenses work? Can payment terms be adapted? Can financial data be exported at a more detailed level? Those questions show us where StayClean needs to evolve. **We do not want customers to restructure their organization around StayClean. StayClean needs to evolve so it can better reflect the way its customers actually operate.** That is the principle behind this deep accounting redesign — and it will not be the last iteration. ![StayClean's redesigned financial and accounting infrastructure]()