Supervisors score each area during site inspections on a phone form, with photos of issues and fixes. On the 1st of each month, a one-page PDF for each site with the average score, trend and closed issues is emailed to the facility manager.
Typical results
40 reports
Sent on the 1st of every month
1 page
Score, trend and closed issues for each site
100%
Contract sites receiving a monthly report
Figures reflect typical results for this kind of automation.
The challenge
Facility managers want proof that the cleaning they pay for is being checked, but inspection results sit in supervisors' notebooks. Building a monthly report for each of 40 sites by hand takes the operations manager most of a day, so reports go out late or only to the largest sites, and contracts come up for renewal with little on record.
Before and after
Hours per month building client reports
−86%Sites receiving a monthly quality report
2.7×The automation
Supervisors score each area of a site during inspections in a phone form, from restrooms to kitchens and entrances, and add photos of any issue and its fix. Scores are stored in Google Sheets by site and area. On the 1st of each month, a one-page PDF is built for each site with the average score, the three-month trend and the issues closed, and emailed to that site's facility manager.
How it works
- 01
Areas scored on site
During each inspection, the supervisor scores restrooms, kitchens, offices and entrances from 1 to 5 on a phone form.
- 02
Issues logged with photos
Any low score needs a photo of the issue, and a photo of the fix is added when the crew sorts it out.
- 03
Scores stored by site
Each inspection is saved in Google Sheets by site, area and date, so the month's results are always up to date.
- 04
Report built on the 1st
A one-page PDF is created for each site with the average score, the three-month trend and the issues closed.
- 05
Emailed to each client
The report goes to that site's facility manager by email, with a copy saved to the site's folder.
Starts from
- Inspection scores by area
- Issue and fix photos
Delivers
- One-page PDF per site
- Email to facility manager
- Copy in the site folder
The impact
All 40 facility managers get a clear quality report on the 1st, up from about 15 sites that got one before. About 6 hours a month of report work is saved, and contract renewals come with a year of inspection scores behind them.
Questions about this automation
How are areas scored during an inspection?
The supervisor opens the phone form for the site, which lists that site's areas. Each area gets a score from 1 to 5, and anything below 3 asks for a photo and a short note. The inspection takes about as long as the paper version, without the typing afterward.
Can a facility manager see more detail than the one-page report?
The PDF stays at one page so it gets read. Photos of issues and fixes are linked from it, and the facility manager can ask for the full inspection list for any month. Some cleaning companies also share a read-only view of a site's scores with clients who want it.
Can the first report already show a trend?
Yes, if past inspection results are loaded. Results from the last three months, even from paper sheets, can be entered once so the trend line appears from the first report. We also need your site list with each facility manager's email, the areas you inspect and your scoring scale. Simple automations like this are usually live within days.