From days to hours! Discover how Whites Cleaning reduced their admin time by 80%
when they implemented the right payroll and invoicing software solution.
Within the cleaning sector, core services focus on providing professional high quality cleaning services.
However, it’s the behind-the-scenes administrative processes that ensures a business runs smoothly.
Efficient payroll and invoicing systems are necessary to manage a large number of full and part time
staff and as the sector becomes more competitive reducing admin time has a huge range of benefits
from cost savings, increased productivity, employee and client satisfaction and supporting growth.
One company that saw their business step change when they implemented the right systems is Whites
Cleaning. They launched in 2013 and experienced rapid growth going from one van to very quickly
building up to a team of 40. At this time, they solely relied on manual systems, which as they grew
proved inadequate. In 2016 they knew they had to do things differently, as they had grown the
business to over 100 staff with over 175 sites across 100 clients. This was creating a multifaceted
business that required much more efficient management processes to ensure Whites could continue
to operate successfully.
Whites first came across the CleanLink software in 2014 but didn’t consider implementing it until 2016,
a decision they regretted as the immediate impact on the business was astonishing. The first thing
they realised was that the admin time required to run payroll and invoicing tasks had reduced by 80%,
going from spending days managing the processes to hours.
Vikki White, Whites Cleaning.
“CleanLink dramatically changed my working life. The existing software I was using was a laborious, manual
process and it was such hard work. CleanLink was set up and ready to go instantly, you open up the
page, set your staff up, press a button and off it goes, it really is that easy! The only input needed is
when changes such as holidays have to be added. I can honestly say it has saved me about 80% of the
administration time that was previously being spent.”
The key benefit of the software was the simplification of the payroll and invoicing tasks. Vicki found it
incredibly easy to use and she loved how the different parts of the system talked to each other. The
real upside was this transformation enabled them to manage their growing workforce and client base
much more effectively, allowing Whites to spend more time on their staff and clients.
However, Whites had not completely moved away from manual processes as in 2020 they were still
using paper audits. This created a challenge with a client who expressed their concern as they wanted
a more robust and professional service. Whites immediately turned to CleanLink for a technological
solution, and trialled CleanLink’s traffic light auditing process. This was incredibly well received by the
client who liked how clear and concise the information was laid out; how quickly you can see whether
there is a pass or fail and what areas need to be focussed on. Whites were over the the moon as
creating client satisfaction is crucial to being successful and using the right software allow Whites to
stay competitive within the sector.
In addition to time-saving benefits, Whites Cleaning also highlight the importance of strong customer
service relationships. Again, a crucial element in ensuring their clients get the very best service. The
relationship with CleanLink is so strong that Whites are confident when they send an email it will get a
response almost immediately. The response may not be the final solution to a problem but it’s
confirmation that the issue has been picked up and is in the process of being resolved. This provides
Whites with much needed reassurance and no more waiting for hours on the end of a phone hoping to
get the right support. Vikki goes on to say;
“The whole team are amazing, and they cannot improve. My relationship with Lucy in Customer
Services is incredible. We have a fantastic rapport, as she knows exactly what I need and how to
resolve any concern I have. I also value her commitment, despite clocking off at 5pm she is always
around in the evening to support, she really does go the extra miles to help. She even knows when my
birthday is! They really are second to none, it’s phenomenal.”
In addition to the quick response Whites have also found the knowledge held within the team to be
invaluable. Vicki admits they lack any technological expertise however the CleanLink team picks up
that role, making them a partner that adds real value. The team ensures technological instructions are
simplified and presented in a way that creates user confidence for the team at Whites.
“I can honestly say that CleanLink is an extension of Whites Cleaning. They feel like a sister company
and without them Whites Cleaning couldn’t do what’s needed to be successful and that’s not being
dramatic, it’s being honest! They are now fundamental to us running our business efficiently.”
The future for Whites Cleaning is growth and they know CleanLink is the only solution to support
them. They plan to continue to work closely with the customer services team as they are aware they
are only using 20% of the system capability. They know the additional benefits the system delivers will
only enhance their business management and they want to unlock that potential.
Whites Cleaning experience has shown that businesses who invest in smart administration are better
positioned to grow, retain clients, and maintain high service standards. As the industry becomes
increasingly competitive and digitally driven, reducing manual admin time through automation,
software tools, and streamlined processes is not just a luxury—it’s a necessity.
To find out more about how CleanLink could step change your business growth contact us at:
https://www.whitescleaning.co.uk/
