GreenClean

Before the project, GreenClean used cloud tools only as a document store. There was no relational database and no single source of truth. Information about clients, services, teams and invoicing was scattered, duplicated and dependent on constant manual input.

The day-to-day impact was clear: schedules built by hand, payroll prone to errors, invoicing with inconsistencies and real difficulty staying legally compliant when recording working hours.

The previous approach seemed logical. More spreadsheets, more manual checks, more effort to make up for the system's failures. But it failed because it didn't tackle the underlying problem: fragmented information and no intelligent automation between critical processes.

The turning point came when errors started to hit cash flow, team morale and the company's legal exposure directly. The priority shifted from "making it work" to "building a system that can handle growth".

The work was organised by line of business, for fast impact without disrupting the company's day-to-day running.

For shop window cleaning, we built a central base of services, routes and frequencies, which automatically generates monthly schedules for each employee. Notifications to shops became automatic and the job protocols were digitised, recorded instantly in the central base, with the status of every job visible in real time.

For deep cleans, work order management was automated, as was the daily reporting of teams and hours worked. This made it possible to calculate the real profitability of each job automatically, by comparing labour cost with the amount invoiced to the client.

For maintenance cleaning, we set up a relational structure linking services, supervisors and staff, with monthly attendance sheets generated automatically. In parallel, we introduced clocking in by QR code, ensuring legal compliance and sending automatic alerts when something goes wrong.

Across the business, HR processes were redesigned. Onboarding became fully digital, with structured data collection, automatic contract generation and direct integration with the HR system.

All this data feeds a central financial dashboard, which lets management follow costs, forecast invoicing and financial health in real time.

GreenClean can now grow its number of clients and services without growing its admin team at the same rate. The main insight is simple: most admin inefficiency doesn't come from a lack of effort, but from the lack of systems that treat information as a strategic asset.