Eliminate the Hassles of Subcontractor Payments

  • Switching to ManageClean

If your commercial cleaning company uses subcontractors to perform service work, and find that the billing and payment process is a hassle, this case study discusses how automated software may be able to save you time and headaches.

For commercial cleaning company ICCS, rapid growth pushed them beyond the limits of their QuickBooks accounting system and customer contract management process.  The two systems had been used to generate thousands of customer invoices and subcontractor payments — taking days to produce billings and payments.  Subcontractor billings were complex and confusing since subcontractors are paid by the square footage of the space they service and because many office clients experience frequent tenant turnover.  These customer changes make invoice amounts fluctuate month to month, and when you add in special services it made figuring out what was owed to subcontractors extremely difficult.  Overall, the subcontractor billing and payment process was complicated and practically impossible to manage through QuickBooks.

To solve these challenges, ICCS implemented ManageClean on SAP Business One.  Any tenant changes or special services are entered into the system one time.  Now when ICCS customers are billed for services performed, the system processes all the customer invoices and – at the same time – creates a payable to the subcontract vendor who performed the services for the proper amount, based on the agreement established for each customer.

Subcontractor agreements are defined in the ManageClean Projects menu system which outline what rate is due to your subcontractors performing cleaning work. As you move through the vendor A/P process you create a purchase order for the correct amount due to your vendors, and easily create payments quickly.

“The system is 100 percent better and runs like a Cadillac. The process has been smooth and easy and we haven’t had any subcontractor complaints.”

Dave Seymour, CFO,  Interstate Cleaning Contractor Services

If you want more information about managing cleaning subcontractor billings and payments using ManageClean on SAP Business One – call or email us today.