Digital transformation of a cleaning company thanks to AI

In today's fast-moving world, operational efficiency is essential for any company seeking to prosper and grow. This is particularly relevant for small and medium-sized enterprises (SMEs), where effective resource management can make a significant difference. It was against this backdrop that Visua.lu, a company specializing in digital solutions, played a key role in transforming a household business with 20 employees, which was facing considerable administrative challenges.

Project background

The cleaning company in question managed its employees' work sheets manually. This traditional method, although customary for many SMEs, had several major drawbacks, affecting both operational efficiency and customer and employee satisfaction.

Problems identified

• Late information feedback: Essential information was only gathered at the end of the month, when the work sheets were collected, thus delaying important decisions.
• Laborious data re-entry: The administrative assistant had to spend 4 to 5 days each month re-entering data, a repetitive and unrewarding task.
• Delayed invoicing and payment: Late invoicing, due to the re-keying of worksheets, led to delays in customer payments and, consequently, delays in the payment of employee wages.
• Lack of visibility on customer satisfaction: The absence of a real-time customer feedback system left the company in the dark as to the quality of its services.

Consequences

• Negative impact on working capital requirements (WCR): Delays in invoicing and payment cycles were affecting the company's liquidity and financial health.
• Time wasted on low-value-added tasks: manual data re-entry took up valuable time that could have been used more efficiently.
• Employee demotivation: Late payments and a repetitive administrative workload had a negative impact on employee morale.
• Risk of customer loss: Failure to monitor customer satisfaction could lead to customer loss due to unidentified and therefore unresolved problems.

The TeamIA Solution

TeamIA proposed a complete digital solution, including:

• Creation of an Integrated Database: Consolidation of employee, customer and service data in a single, easily accessible database.
• Online forms for employees: Digital forms on employees' phones for fast, real-time entry of information relating to each service.
• Online Customer Satisfaction Forms: Development of an immediate customer feedback system, enabling the company to monitor and improve the quality of its services.

Benefits

• Eliminate manual re-entry: Real-time database updates eliminate the need for manual re-entry.
• Optimization of invoicing lead times: Invoicing becomes faster and more efficient, improving the company's cash flow.
• Automated invoice and payslip generation: Invoices and payslips are generated automatically, reducing errors and delays.
• Automatic Scheduling: Scheduling becomes more efficient, enabling better allocation of resources.
• Improved cash flow: Faster invoicing and payment processes improve the company's liquidity.
• Continuous Customer Satisfaction Monitoring: The company can now react quickly to customer feedback, improving the quality of its services.

Return on Investment: Fast payback

A crucial and particularly impressive aspect of the solution implemented by Visua.lu is its return on investment. The application developed paid for itself in less than a year, a remarkably short timeframe for a project of this scale. This rapid payback was made possible by several key factors: the significant reduction in time spent on repetitive administrative tasks, the acceleration of billing and payment cycles, and the marked improvement in customer satisfaction, which led to increased loyalty and the attraction of new customers. The company not only benefited from an immediate improvement in cash flow, but also saw an increase in operational efficiency and market competitiveness. All in all, investing in Visua.lu's solution proved to be a sound strategic decision, delivering tangible short-term benefits and laying the foundations for sustained growth and long-term prosperity.

The digital transformation undertaken by TeamIA for this cleaning company is a prime example of how technology can revolutionize the operations of an SME. By automating key processes, optimizing invoicing times and tracking customer satisfaction, Visua.lu not only solved crucial operational problems, but also paved the way for increased growth and efficiency for its customer. This case study perfectly illustrates how digital solutions can be a lever for transformation and success for companies of all sizes.