Overview
Bespoke Cleaning Services is a commercial cleaning provider employing more than 1,000 staff across the UK. Culverdocs helped them streamline back-office processes, maximise efficiency, and support the sustainable growth of the business.
Founded in 2002 to deliver high-end cleaning consistently, Bespoke has grown rapidly over 18 years, serving clients across industry and the third sector. As it grew, the management team realised it needed to streamline back-office processes to keep scaling, and began working with Culverdocs around six years ago.
The Challenge
The cleaning industry generates a lot of paperwork. Health and safety documentation had to be updated annually and taken to site to share with clients, and as Bespoke grew, managing all of it became harder – with the team increasingly aware that a lack of IT capability was becoming a risk to growth.
‘As Bespoke has grown we became aware that our lack of knowledge of IT was a risk,’ explains Managing Director Jackie Woodall. ‘We wanted to find the right company that could give us the support we need. Culverdocs stood out because they really understood our requirements. They spent time understanding our business and our people and building those relationships.’
The business needed a solution to:
- Streamline back-office processes to support continued growth.
- Reduce the growing burden of paperwork and administration.
- Store and share health and safety documentation more easily.
The Solution
Culverdocs took the time to understand Bespoke’s business and people before building a solution, and has continued to improve its systems over the three years since. The app has gradually been deployed across the business.
Culverdocs is now used across:
- Human Resources.
- Payroll.
- Recruitment.
- Room inspections and auditing.
- Fault reporting.
Room audits, once carried out on a clipboard and paper, are now captured on a tablet and fed straight into the back office, freeing an administrator who previously collated them full-time.
The Impact
Accountability and Control
Digitised records give Bespoke stronger oversight and consistency, helping it win and deliver major contracts.
‘Accountability and control are fundamental to winning big contracts, and Culverdocs is another way we can demonstrate control and win business.’
Significant Efficiency Gains
Automated workflows have removed the need to expand the team as paperwork grew.
‘We would have needed to take on an extra person in our payroll team by now… Culverdocs has made this unnecessary by streamlining the entire workflow – so the return on investment there has been phenomenal.’
Less Paper, Lower Costs
Storing H&S documentation electronically has saved 40,000 sheets of paper per update, and let Bespoke replace heavy-duty printers with lightweight models.
‘On this health and safety paperwork alone, we have calculated Culverdocs has saved us from printing 40,000 sheets of paper each time we update.’
Secure, Compliant Data
Records are stored securely, with GDPR-aligned defensible deletion policies so no data is kept longer than needed.
‘We can prove that we are delivering what we said we’d deliver. And we don’t have to worry about checking up on things, because the system alerts us to any issues.’
The Results
Culverdocs has transformed the way Bespoke works, supporting its most successful year yet and giving it the accountability and control that wins big contracts.
‘It has absolutely transformed our business… Everything we’ve done with Culverdocs has improved the way we are working. It has been incredibly successful for us.’ — Jackie Woodall, Managing Director, Bespoke Cleaning Services.
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