Sandvika – task and employee management system

About the client

Sandra is the owner of Sandvika, with about 500 active clients in the Oslo region of Norway. Sandvika provides cleaning services to private individuals and businesses. Sandvika has been in business since 2014.

Problem/Objective

Sandvika’s director Sandra found us through the paslaugos.lt platform with a request to modernise their system. Sandvika’s system was incredibly clunky: 80–90% of its features were unused or broken, and it wasn’t secure. For example, employees could open the invoice pages, create new invoices and send them to anyone. On top of that, Sandra had to pay almost 1,000 euros a quarter for it. And this wasn’t some widely used system, but a solution built specially for Sandvika for tens of thousands of euros. Besides, Sandvika’s system was such a mess that its developers literally turned down requests to improve it.

At first, Sandra asked us to make an updated copy of the system to save that thousand euros a quarter, but she quickly realised how much simpler and better her system could be. Then her goal became a system that would automate her admin work and save her own and her administrator’s time! What’s more, Sandvika set itself the goal of automating the business almost 100%, so that Sandra could put her efforts into building a franchise of cleaning companies.

The solution

As always, we started with the planning stage. It didn’t take us long to see that the system’s logic had to be rebuilt from the ground up. After a few planning meetings with Sandra, we realised that she needed two main modules – planning cleaning jobs and automating invoice sending.

As we were wrapping up these two features, here’s what Sandra told us: “At first glance the system looks too simple. If this actually works, you’ll be amazing! I can’t believe it’s true – the system is going to be so simple”. With such warm encouragement, we kept building the system and planned the next modules – integration with the accounting system, licence sales, employee time management and warehouse management modules.

It took us a few more months to build these and other modules and to make a whole bunch of improvements. Finally, we polished the system, and Sandvika moved from the old system to the new one.

Result and benefit

Apart from the obvious 1,000 euros saved every quarter, Sandra, the head of the company, has actually ended up in the role of a manager rather than an administrator. Sandra is happy with her new system because her workload has dropped by a third. Just as important, managing the system has become much more convenient and prettier!

The future

Together with Sandra, we keep actively developing this system, planning new modules and helping her reach her franchise goal! Specifically, we plan to add the ability to manage photos and videos of the cleaning sites, and to build a client area that would let clients manage their cleaning jobs themselves. Also – a chat between clients and administrators, and more payment methods for clients.

Functions implemented in the project:

• Automatic SMS messages to clients,
• Management of one-off and recurring jobs,
• Invoice generation and sending,
• Automatic client balance tracking,
• Employee management and payroll calculation,
• Employee team management,
• Management of extra jobs,
• A special system view tailored for cleaners,
• Collecting feedback from clients,
• And much more!