For in-plant area and oriental rug cleaners
Rug cleaning software that knows where every rug is
RugTrail is rug cleaning software for in-plant area and oriental rug cleaners that tracks each customer rug from pickup through dusting, washing, drying, repair and delivery. Booking and invoicing stay in the tools you use now; this is the plant floor.
- 2417 8x10 red Heriz, woolPole 14Drying
- 2418 6x9 ivory OushakFringe, approvedRepair
- 2391 9x12 Kashan, silk accentsWash floorWashing, overdue
Rug tracking, plant floor first
Paper tags, a whiteboard and the owner's phone can't answer a claim
A busy plant holds 100 to 400 customer rugs at once, many of them hand-knotted pieces worth more than the cleaning bill. These are the five calls RugTrail is built to end.
- 1
Two red 8x10s on the drying poles
The paper tag bled in the wash, and two Persians from different homes look the same. Each rug's tag number is tied to its order, customer, size and fiber, so the crew can check before it's wrapped.
- 2
The ready-yet calls
The office walks the plant or promises a call back. With every rug's stage and pole on one board, the answer takes a tag search.
- 3
“That stain wasn't there before”
Moth bites, worn fringe and dye run noted at the door, with photo links, are on file before the rug touches water.
- 4
Fringe sold, fringe forgotten
A repair approved at pickup stays open on the rug, and the rug can't be marked ready until it's done.
- 5
Rugs that sit for weeks
Overdue rugs are flagged against the date you promised, so the one stuck in drying shows up before the customer calls.
Rug intake to delivery
The trail every rug leaves, stage by stage
Pickup
Tag number, description, size, fiber, construction, condition at the door and photo links.
Inspection and dusting
Dye test (stable or bleeds), services sold, and any repair the crew finds.
Pre-treat and washing
Who moved it and when, with a note: odor, pet urine, stain or moth treatment.
Drying
The pole, rack or drying room it hangs in, and how many days it has been there.
Repair and finishing
Fringe, binding and reweave items with a quote, the customer's answer and before and after photos.
Ready and delivered
The driver's route sheet, a return photo, and the order closed when the last rug goes home.
What it tracks
Tags, intake, the board, repairs and the route
- Rug tags that survive the wash
- Every rug gets a tag number tied to its order, customer, size, fiber and services. Type the tag number on any phone to pull up the rug, wherever it is in the plant. Numbers come from your own prefix, or match the paper tags you already sew on.
- Rug intake with condition and photos
- Record moth damage, worn fringe, stains and dye-test results at pickup, with links to the photos on your phone's cloud album. Pre-existing damage is on file before the rug is washed, which is what a damage claim comes down to.
- A plant board by stage
- Every rug in the plant across inspection, dusting, pre-treat, washing, drying, repair and finishing, with overdue rugs flagged against the promised date. One tap moves a rug to the next stage; a table view lists the same rugs for a printout.
- Rug repairs that get done and billed
- Fringe, binding, reweaving and moth repairs each carry a quote and the customer's approval. A rug can't be marked ready while an approved repair is open, so nothing goes home unrepaired, and nothing repaired goes unbilled.
- A driver route sheet for pickup and delivery
- Drivers see only their own pickups and deliveries for the day, with the address in maps and the phone a tap away. They tag rugs at the door, log condition, and mark orders picked up and delivered.
- Full rug stage history
- Every move is logged with who, when, a note and an optional photo link. History can't be edited or deleted, so a claim about a damaged or missing rug has a record behind it.
Office, wash floor and van
The office answers the phone, the crew moves rugs, drivers see their route
Owner
Everything: every order, rug, price and repair, the team, settings and billing.
Office manager
Books pickups, adds customers and orders, records repair approvals, answers “is my rug ready” and exports to CSV. Can't change the plan or delete records.
Plant crew
The board and each rug's page: moves rugs, sets the pole or rack, adds intake notes, photo links and dye tests, marks repairs done. Never sees customer contact details or prices.
Driver
Only their own route: today's pickups and deliveries with address and phone, tagging rugs at the door, and the return photo.
What it costs
Pay for rugs in the plant, not for every login
Every plan starts with a 14-day free trial, no card needed. Pay monthly, or yearly and get two months free.
| Plan feature | Plant$29/monthor $290 a year | Office$59/monthor $590 a year | Route$99/monthor $990 a year |
|---|---|---|---|
| Rugs in the plant at once | 150 | 500 | Unlimited |
| Plant crew logins | 5 | 15 | Unlimited |
| Office manager logins | No | Yes | Yes |
| Driver route sheets | No | No | Up to 10 drivers |
| Board, intake, repairs, history, CSV | Yes | Yes | Yes |
| Start trial | Start trial | Start trial |
Setting up
Tagged and on the board by the next pickup
Set your plant up
Tag prefix, usual turnaround and time zone in Settings.
Import customers
Upload the CSV from your spreadsheet or field-service tool.
Book an order and tag its rugs
At the door or at the counter, with condition and photo links.
Invite the crew
And the office and drivers, on the plan that includes them.
Questions rug cleaners ask
Rug cleaning software questions, answered
- Is RugTrail carpet cleaning software?
- Not the truck-mount kind. It doesn't schedule on-site carpet jobs or send invoices. It's built for the rug side: rugs that come into your plant, get tagged, washed, dried and repaired, and go home again. Keep Jobber, Housecall Pro, ServiceMonster or QuickBooks for booking and billing; RugTrail tracks the rug in between.
- Do we need new tags or a barcode scanner?
- No. Keep the numbered paper or sewn-on tags you use now and type their number in, or let RugTrail number them from your own prefix. Anyone on the crew finds a rug by typing its tag on a phone.
- How do intake photos work?
- Take photos on the phone as usual and paste the share links (Google Photos, iCloud, Dropbox) into the rug's intake. RugTrail stores the links, one per line, on the rug and on each repair. It doesn't store the image files themselves.
- Can the plant crew see what customers pay?
- No. Crew logins never see rug prices, order totals, repair quotes, customer names or phone numbers. They see tag numbers, descriptions, stages, locations, condition notes and repairs to do.
- What does “overdue” mean on the board?
- A rug still in the plant (not ready and not delivered) after the date promised on its order. Set your usual turnaround in Settings and new orders get a promised date automatically, counted in your own time zone.
- Can we bring our customer list over?
- Yes. Export it from your spreadsheet or field-service tool as CSV and import it on the Customers page. Orders and rugs export back to CSV any time.
- What happens when the trial ends?
- Nothing is deleted. Your rugs, orders and history stay readable; adding and moving rugs needs a plan. No card is needed to start.
Start with one rug
Tag the next rug that comes through the door
14 days free with every feature. Bring your customer list, keep your paper tags.
Updated October 12, 2026