Let's face the facts, when your business is staying the same an accounting-only software may be just fine. But, if your business is growing and your accounting team is struggling with excessive administration for invoicing, it becomes difficult to know which of your customers are profitable or not. These are the signs your commercial cleaning company needs more robust business software. ManageClean was specifically built for commercial cleaning companies to streamline the processing of invoices, payments and purchases for greater accuracy and efficiency. Because ManageClean is based on SAP Business One, it provides world-class technology to help your business grow.
Manage Customer Building and Facility Details
Within the Projects menu, you can set up each facility or building as it’s own financial project code to help capture job cost at the building level. If you use subcontractors to perform the cleaning at a particular facility, include the vendor code and vendor name.
Setup Recurring Billing Templates for Monthly Cleaning
For every new building or facility you clean on a recurring basis, ManageClean has the recurring transactions template screen to track all customers and the details of their contract. Specify the recurrence period, date, start date, next execution date, and total amount to be billed per period.
With the gold arrow, you can drill into the Sales Order to see further detail on what is billed for every month. The sales order defines which work is performed by internal resources, or by subcontractors.
Capture Changes & Special Services to Customer Facilities
Sales orders incorporate any changes in total area cleaned, special services like appliance cleaning, or window cleaning. If you use the CleanTelligent workorder system, we can bring workorder data into ManageClean to help eliminate double data entry.
Capture Cost of Supplies: Pre-paid or Charge-back Scenarios
On purchase orders, we incorporate a project code. This code defines if the expense is CB (chargeback) or PP (prepaid) to the customer. When supplies are charged back to the customer, we can automatically create sales orders to bill the customer for the supplies.
If you’re buying supplies online, it is likely we can get a feed of those online purchases from your supplies provider in order to pull the data in to ManageClean to help eliminate double data entry.
Generate Customer Invoices for Recurring, Changes, Special Services, and Charged Supplies
On a monthly basis when you’re ready to bill customers for recurring transactions all it takes is just a few clicks through the Document Generation Wizard. You can pick the parameters to bill across recurring, changes, chargebacks or a combination of them.
Automatically Generate Subcontractor Vendor Invoices from Customer Billing
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.
Capture Job Cost Details by Facility
Use the job cost report wizard to define the customer/facility and period of time on which to report. All revenue and costs are shown for the period, providing a report on profitability for that facility.
The whole idea of ManageClean is to streamline the administrative process of managing invoicing and expenses by capturing the information correctly at the start. When you capture the recurring, capture the changes, capture the supplies to be charged back then all it takes is a few clicks to create billings to customers and payments to vendors.