Culverdocs is a Success for Bespoke Cleaning Services

Bespoke Cleaning Services was founded in 2002 with a mission to deliver high-end cleaning services consistently to its clients. Over those 18 years, the company has grown rapidly and now employs more than 1,000 staff across the UK, serving a variety of clients in industry and the third sector. bespoke began working with the Culverdocs team when the management team realised they needed to streamline back office processes if they were going to grow the business in the way they wanted to.

Managing Director Jackie Woodall explains, ‘As bespoke has grown we became aware that our lack of knowledge of IT was a risk. 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. It has been three years now and they are constantly improving our systems.’

‘Our industry produces a lot of paperwork,’ says Jackie. ‘Health and safety documentation has to be updated annually and whenever there are significant changes. We used to have to take this to site to share with clients and make sure they were aware of it. Now it is all stored electronically in Culverdocs and we can control who is notified and record that automatically. 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.’

In addition to the savings on paper, ink, postage and staff time, the adoption of Culverdocs has meant bespoke didn’t need to replace its heavy-duty office printers when the existing printers came to their end of life. Instead, it saved significantly by replacing them with lightweight models that reflect the new, reduced printing requirements.

bespoke Cleaning Services has gradually added to the areas of the business in which it deploys the Culverdocs app. It now uses Culverdocs across Human Resources, Payroll, Recruitment, Room Inspections/Auditing and Fault Reporting – helping to reduce paperwork and administrative effort in all these areas of the business.

Jackie says, ‘Culverdocs was able to come up with a solution for us when no one else could. We would have needed to take on an extra person in our payroll team by now to help us manage the growing paperwork. Culverdocs has made this unnecessary by streamlining the entire workflow – so the return on investment there has been phenomenal.’

We would have needed to take on an extra person in our payroll team by now to help us manage the growing paperwork. Culverdocs has made this unnecessary by streamlining the entire workflow – so the return on investment there has been phenomenal

bespoke Cleaning Services use of Culverdocs has helped it to optimise staff time in other ways too. Room audits used to be undertaken by local managers using a clipboard and paper. Now all the information is captured in a Culverdocs form on a tablet and the information updated immediately in the back-office systems. From here it can be used for reporting and analysis.
‘We used to need a full-time administrator to collate those paper forms and input the information into our system,’ explains Jackie. ‘Now she spends just five percent of her time doing this – and her time is better used elsewhere. There’s no delay in getting the info into the system: the records are all at our fingertips when we need them. Plus, Culverdocs have built key performance metrics into the app, so we have new insights into performance and quality standards.’

Business data is more secure. Instead of relying on paper forms, everything is stored electronically in a secure solution. Culverdocs worked with the bespoke team to understand the implications of GDPR and introduce defensible deletion policies and procedures, so bespoke isn’t holding on to any data longer than it needs to. ‘Our customers like the way we control and manage the business,’ says Jackie. ‘We’ve always been known for this. But, as we’ve grown, the amount of paperwork has grown too and that made it more difficult to manage. Culverdocs has enabled us to reduce the amount of paperwork and build in additional safeguards. 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.’

‘It has absolutely transformed our business. Accountability and control are fundamental to winning big contracts and Culverdocs is another way we can demonstrate control and win business. 2019 was an amazing year for us; it was our most successful year yet and I call it our year of IT – because everything we’ve done with Culverdocs has improved the way we are working. It has been incredibly successful for us.’

Everything we’ve done with Culverdocs has improved the way we are working. It has been incredibly successful for us.