MahlerClean: Creating Value and Gaining Efficiencies With Cleaning Payroll Software

When MahlerClean, a Wisconsin-based cleaning company, decided to move key functionalities, like outsourced payroll and accounting, in-house, they didn’t have to look beyond TEAM’s cleaning payroll software features. Already users of the operations package and TeamTime, TEAM’s time and attendance software,  MahlerClean decided to go all-in with TEAM’s comprehensive enterprise resource planning tool, WinTeam, which holistically integrates and streamlines business solutions like time and attendance, scheduling, payroll and accounting, and other back-office needs. Now, they are able to measure performance and automate daily financial, operations, and workforce management tasks. MahlerClean also implemented eHub, TEAM’s integrated workforce management and self-service employee portal, to boost efficiency and productivity in the field.

Financial reporting was one of the quickest areas that saw improved efficiencies. Before implementing WinTeam in 2017, data was manually taken out of their applications and exported from TeamTime before being imported into payroll and job costing reports.

“There was always a question of integrity when it came to our data,” Sullivan said, “We needed data we could rely on.” WinTeam offered MahlerClean a seamless flow of integrated data for human resources, accounting and quality assurance.

MahlerClean also implemented eHub, TEAM’s integrated workforce management and self-service employee portal, to boost efficiency and productivity in the field. Employees only had to wait for their first payday to see the benefits from this implementation. Before eHub, MahlerClean issued between 850 and 900 checks twice a month through a third-party payroll processing service. By eliminating the service, printed checks and postage expenses, and transitioning users to direct deposit through eHub, Sullivan estimates a net annual savings of between $10,000 and $12,000. As an added benefit, employees now have everything from their paychecks, to benefit information, to hours scheduled readily available at their fingertips. It’s a convenience MahlerClean’s employees appreciate, but the value extends beyond employees to the customer side as well.

“Our customers like to see we incorporate technology into our business, especially our new customers,” Sullivan said. “We show them samples of our generated Checkpoint and trend reports [quality assurance reporting] to demonstrate what kind of data we can provide and what kind of service they’re investing in by signing on with us as a customer. We can configure the reports to automatically be sent to our existing customers who want to see rolling data, or how their buildings looked following services and when our cleaners were there.

Combined with our superior quality of service, it’s a differentiator that sets us apart from our competition.”

MahlerClean uses TEAM’s robust Quality Assurance features to conduct Checkpoints, question and response lists like inspections or surveys, to increase transparency with customers. This way, MahlerClean can be fully transparent with its customer base by providing proof of work that speaks for itself. And, with MahlerClean now conducting upwards of 500 Checkpoints per month, this transparency is an invaluable tool to build customer trust, loyalty and satisfaction. While MahlerClean had previously performed Checkpoints with their services, the process involved completing multi-page forms that had to be produced at a printing company. Though MahlerClean hasn’t gone entirely paperless, choosing to supply a hard-copy Checkpoint report to customers that can be printed on-demand through mobile printers by cleaners onsite, Sullivan estimates they’re saving between $2,000 and $3,000 in paper production costs.

“In a business like ours, any way we can use this technology to push ourselves forward gives us more time, resources, and value we can pass on to our customers,” said Pat Sullivan, President, MahlerClean.

Learn about how MahlerClean continues to create value through their use of holistic cleaning company software in this case study.