How can your cleaning company become faster in creating contract proposals that can be e-signed by the customer and based on the content of the signed contract document easily list how the delivery is to be made?
E-signing is fast and convenient for all parties. Your customer does not have to print on paper, sign by hand and send in by post. Your company will have simpler administrative handling. More and more cleaning companies are using cloud services where contract documents in the form of a completed PDF can be uploaded and e-signed by the customer. This type of e-signing service solves the contract acceptance from the customer completely digitally.
At the same time, you know that the road to a good delivery requires many more steps. The terms in the contract document describe how the delivery is to be made. Once the customer has signed, contract information must be passed on to the people within your company who are responsible for the delivery. What exactly has your company agreed with the customer? When should the cleaning service be delivered? At what cost? What conditions apply? To keep track of this information, a mix of different IT solutions, hand-laying and a desire for better support is often used to facilitate the work both before and after signing.
How can your cleaning company maintain the possibility of e-signing and at the same time reduce the number of steps required for a good delivery?
Digital contract templates adapted for cleaning services is the solution. Modern contract services provide broad support for handling and filling in templates directly in the browser.
In this article, we list what is important to keep in mind for those who are considering trying.
You are probably already working with templates today. And of course, they are adapted for cleaning services. Often the templates are spreadsheets or documents in a word processor. Maybe there are also several different documents that need to be used together to be able to produce a contract document?
Another alternative is that you use a contract service where you can both create contract drafts based on templates and fill them in. If there are also ready-made templates that handle the complexity of cleaning services - then you have a good start!
It is also not uncommon for companies to combine the above so that contract proposals are produced in word processors or spreadsheets which are then handled further in a contract service.
All of these solutions use "digital contract templates".
Then compare your cleaning services with the templates offered by the supplier.
An important factor that is often forgotten when evaluating different solutions for contracts is how your company's sales staff work. Or more generally, how does your company conduct its sales?
Sales can take place in many different situations and are carried out by many different people at your company. How the sale takes place is important for what support the contract service must offer.
It is an advantage if the templates handle RUT deductions. This minimizes the risk of errors and misunderstandings that are cumbersome and time-consuming to rectify afterwards.
Cleaning services for companies are special in that a customer company may want to buy a variety of cleaning services from the same cleaning company. Cleaning companies that have a wide range of services aimed at companies should look at the points below.
General cleaning looks different at different customers and often differs per cleaning occasion. In the same way, one-time assignments are often unique and include many different cleaning activities.
Many customers buy cleaning materials and various types of accessories through their cleaning company. From a contract perspective, this can be considered a type of call-off of material. You need to be able to make a list of the items that the customer wants to buy, and also get an order approval from the customer.
Many companies have a company-wide spreadsheet where the actual calculation is done. How often is this document updated? Who updates the document and how do you ensure that the correct version is used when selling? If the contract template supports calculation, then verify how the template is linked to the price calculation. You want to be able to change prices and formulas in the calculation independent from the template, but at the same time regulate when the template will use the updated calculation.
It happens that templates also contain general conditions. You should first clarify to yourself if different general terms apply to the different cleaning services your company offers.
Many companies have rules - or policies - that must be followed before an agreement can be sent to a customer. These may be mandatory audits that must be performed if a transaction exceeds a certain amount or that an approved credit report must have been carried out for the customer in question.
Regardless of which contract or document has been handled, it is of course an advantage - almost a requirement today - that a completed document, preferably in PDF format, can be sent to the customer for e-signing after all checks have been completed. However, do not forget that signing on paper is still common.
Being able to handle the contract after the customer has accepted it is an essential part of making the business work efficiently. We do not go through in this article what effective contract management should look like, but leave it to a later article. However, we list below some parts that are important.
Our hope is that this article is supportive when you look at if, and if so how, you want to work with digital contracts in your business. And maybe we have also contributed ideas on how you can develop the sales process with the right contract support !?