Commercial Property Cleaning (CPC) is a building services company operating from Cairns to Newcastle. With 300 employees, CPC specialise in building services for commercial and government sectors. CEO Rick Mackenzie is a past BSCAA National CEO, past BSCAA National President, past BSCAA (QLD) President and is currently on BSCAA executive committee.
CPC found their current purchasing processes both highly manual and time-consuming. They were aware that their ordering of consumables and materials and subsequent invoice processing was “administration heavy”, and sought to make this more streamlined. Their current process involved Client Service Managers (CSM) emailing their purchase order requests to admin to approve, and then send to suppliers.
Over 150 invoices were received each month from the materials supplier alone. These were manually costed against each job as they were processed through creditors.
In conjunction with this, their materials supplier (Hanleys) also needed to consolidate all orders based on the jobs’ common delivery locations, adding to their administration.
“We knew we had to manage purchase orders more efficiently but were not sure on the best way of achieving our goals”, stated Rick Mackenzie. “Plus we get swamped with many invoices at the end of the month for approval, processing and reconciliation”.
The Infoware Solution
After discussing their needs with Infoware Services, a new business process was implemented to remove double handling of data and remove administration bottlenecks through the introduction of Infoware Services i4 purchasing plugin.
CSMs have a personalised spreadsheet which shows only their sites and site specific materials and consumables. The i4 Plugin allows them to see all material codes and details specific only to their jobs. They only need to key in the quantities required for each job. CSMs can immediately view up to date pricing per item, total cost for each job and total order compared against the monthly budget to give them total spend visibility.
Purchase orders for ‘do n charge’ or periodic supplies can be raised at the same time but still consolidated in the same purchase order without compromising job cost accuracy.
Once completed, the i4 plugin spreadsheet is emailed to head office for final approval and data uploaded into Infoware. Infoware creates a purchase order per delivery location but still broken down internally by job. Purchase orders are then emailed to the supplier directly from Infoware. A single purchase order per delivery location not only helps reduce freight and handling costs, but also reduces supplier administration allowing you potentially to negotiate better pricing.
The i4 plugin is an Infoware Services piece of technology that allows Excel sheets to be refreshed online updating product lists (which are restricted to only the products applicable to the CSM), price changes and current job codes. Data is refreshed online with no admin effort controlling each CSM’s individual purchasing needs.
Such process improvements are a ‘win-win-win’ outcome for CPC:
quickest possible interface to enter all monthly contract purchases with complete spend visibility in the one step.
purchase orders created and emailed with no rekeying of data. The time to process invoices is significantly reduced as PO data including costing is loaded as a template to edit; and where materials are delivered to a shed rather than direct to site then there are many less invoices.
A single PO and delivery per location without being required to consolidate from individual job orders results in reduced freight, less handling costs and maybe better prices to you.
“The i4 plugin has given us a big advantage. CSM’s spend minimal time in purchasing administration and more time managing contracts; with the visibility of PO and job budget there are minimal to no questions on spend back to CSMs; our overheads have reduced with much less purchasing and admin effort. We look forward to the next step with Infoware Services of scanning the creditor invoices and removing the data entry of invoices altogether – ready for approval!”
Chief Executive Officer
Commercial Property Cleaning
Infoware’s i4 plugin purchasing solution is the best fit for CPC. However this is just one of the options available within Infoware which also includes a web purchasing component plus Electronic Data Interchange (EDI) to supplier’s web portal option. Contact Infoware Services today to discuss options and discover a solution that best fits your business.