Streamline commercial cleaning processes and improve customer service with these powerful digital forms for janitorial services

Janitorial and commercial cleaning services can benefit from leveraging digital forms to improve inefficiencies, cut down on service time, and improve the experience for their customers. With the help of GoFormz, janitorial services teams are taking traditional paperwork and transforming them into digital forms that are accessible for employees in the field via mobile devices. Ensuring your workforce is equipped with the necessary forms in the field cuts down on processing time for the administrative office. From large office cleaning to small residential cleaning, janitorial services will see significant improvements in their operations by switching to paperless. Check out the five most popular digital forms for the janitorial industry below:

Commercial Cleaning Checklist

When janitorial staff is onsite performing their duties, it is imperative that they are keeping track of the tasks they need to complete. Traditionally, field teams would be required to fill out a standard paper Commerical Cleaning Checklist. With this checklist, administrators would be able to keep track of the daily cleaning process and identify when a task had been completed. These paper forms, however, cause delays, discrepancies in data, and require additional manpower to re-key information. By switching to a mobile version of Commercial Cleaning Checklist forms, tasks can be organized in a clear and intuitive way. Onsite personnel can check off their tasks as they are completed, leading to fewer errors and more efficiency. For example, by utilizing Checkboxes within Table line items, service tasks like ‘empty garbage bins’ or ‘disinfect sinks’ can be neatly organized by proper procedure and checked off upon completion. 

Check out this ProTip on COVID-19 specific cleaning checklists

Janitorial Supplies Inventory Form

After a commercial cleaning, it is important that staff members are keeping track of inventory. After completing the Inventory Form, employees need to ensure that orders are made and materials are replaced for the next job. With traditional paper forms, these Inventory Forms can be misplaced and incorrect. Because of the delays that paper forms can cause, this can cause issues in processing and being prepared for an upcoming clean. With a digital Janitorial Supplies Inventory Form, field teams are able to submit in real-time when an item is no longer in stock and expedite the ordering process for administrative teams. By utilizing Workflows, employees can easily submit their Inventory Form from the field and a manager can be notified via email when particular items are out of stock. These forms no longer need to be rekeyed, leading to more efficient and less costly processes. 

Timesheets

Keeping track of employees’ hours can be time-consuming and cumbersome for administrative staff. Digital Timesheets is an efficient and affordable way to automate the process and collect employee shift information. Employees can track their own hours on their mobile devices and easily calculate total hours worked and overtime. With Auto-Populated fields, employees can see in real-time the total amount compensation due for their hours worked. Once completed, the Timesheet can be instantly routed to the accounting and human resources departments for processing. Learn more about digital timesheets here.

Janitorial Inspection Report 

When a cleaning job is complete, management often needs to assess their team’s work and perform a quality control audit using an Inspection Report. By gathering concrete data around the areas that the cleaning staff is responsible for and assessing where they did not meet standards, you can maintain the quality of work desired of the client. Additionally, you can get valuable insight into which employees are lacking and which are exceeding expectations. Utilizing digital forms for the Inspection Report allows you to create a form that is not only easy but also helps eliminate errors and reduces overall processing time. With Calculations within fields, you are able to attach a value to fields that the field team completed and automatically assign a score to the QA inspection. After completed and a score has been assigned to the audit, the form can be automatically emailed to management to assess employee performance.

Invoice

The last step to the completion of the job is to send over an invoice to the customer. Digital Invoices can be easily completed on a computer or mobile device and sent directly to the customer in real-time. The Digital Invoice can be equipped with a variety of different GoFormz features to easily organize expenses and expedite the billing process. When you configure a Default Form Name, you are able to create an automatic naming convention for safe recordkeeping. For example, after filling out the Company Name and Date, your form will then generate a name [Company Name- Date] from the inputted data. Learn more about how to create Default Form Names.

GoFormz can help you transform your janitorial paperwork into easily accessible mobile forms for field teams to utilize anytime and anywhere. Learn more about how GoFormz customer Duraclean improved their daily operations by cutting down on manhours and reducing errors in data by switching to mobile forms.