- Significant Time-saving
- Increased Efficiency
- Financial Gains
Ecowize shines brightly by using FILE13's digital solution to transform cleaning and sanitation operations.
ABOUT
With over 25 years of industry experience, Xactco’s client, Ecowize, has emerged as a champion in the cleaning and sanitation sector. As an international powerhouse in hygiene and sanitation, Ecowize serves as a shield for brands within the food and beverage sector. Ecowize excels in delivering professional cleaning and sanitation services to South Africa’s food and beverage industries; Ecowize recognises that their clients seek more than mere cleaning solutions; they seek comprehensive hygiene management.
In response to this demand, they’ve widened their scope to encompass a holistic range of solutions. This expansion includes not only cleaning services but also the provision of chemicals, pest and hygiene control, industrial cleaning equipment supply and management, and expert food safety services. To support this expansion, streamline their operations and enhance efficiency, Ecowize adopted Xactco’s innovative mobile app, FILE13.
THE CHALLENGE
Before embracing FILE13, Ecowize realised their reliance on a paper-based system posed significant hurdles. Being able to effectively demonstrate and verify that pest control services have been completed is critical for meeting audit standards. A paper-based system introduces errors and omissions in maintaining the necessary documentation, potentially jeopardising compliance with these stringent standards.
Before FILE13: Ecowize Faced Substantial Challenges
Here’s a summary of some of the challenges that Ecowize had to address within its pest control division:
Demonstrating and verifying pest control services through a paper-based system.
Adhering to Integrated Pest Management (IPM) audit standards, which often require detailed and accurate records.
Reducing inefficiencies and inaccuracies.
Manual reporting, which required significant time investment from Pest Control Officers (PCOs) and operational delays.
The potential for a failed audit due to the unmanageable nature of manual record keeping and the high risk of information loss through physical damage or misplacement.
The Objective: Ecowize’s Vision For Adopting FILE13
After a thorough investigation into digital workforce management (WFM) solutions, Ecowize realized the value and potential business growth that could be achieved by transitioning to Xactco’s FILE13 solution. As a top priority, audit compliance and the incorporation of a strong digital audit trail would guarantee adherence to Integrated Pest Management (IPM) standards – an essential aspect of the company.
Secondly, for PCOs, this digital transformation would result in considerable time savings as it would reduce the time spent on manual paperwork and allow for more accurate, automated reporting.
A stock reconciliation system would also resolve billing discrepancies by matching up billed services with the real on-site inventory and promoting a more precise and efficient workflow.
Ecowize’s primary objectives in adopting FILE13 can be summarised as:
Transition from paper to digital:
Streamline operations by replacing the cumbersome paper-based system with a more efficient and modern digital solution.
Audit compliance:
FILE13's digital audit trail provides irrefutable proof of service completion, timestamps, and detailed data. This ensures complete compliance with Integrated Pest Management (IPM) audit standards.
Chains of efficiency:
FILE13 eliminates the need for manual paperwork and automates reporting. This frees up PCOs' time, reduces errors and operational delays, and streamlines processes for increased efficiency.
Stock reconciliation:
FILE13 tracks inventory and links it to services rendered, accurately aligning billing, preventing discrepancies and improving financial oversight.
SOLUTION: Transforming Ecowize's Operations: FILE13's Dynamic Solutions
FILE13’s comprehensive solution addressed Ecowize’s challenges head-on. It turned out that the adoption of QR code scanning for initiating workflows at various service stations was fundamental By doing away with the laborious requirement for manual data entry and guaranteeing impenetrable proof of service, this state-of-the-art technology enabled PCOs to eliminate the need for manual data entry and ensuring reliable proof of service..
Key features included:
Tailored Precision:
FILE13 is flexible enough so checklists can be tailored to specific station types (e.g., bait stations, insect traps, etc.) which ensure the collection of teh most relevant and accurate data. By scanning QR codes at these service stations, PCOs can bypass tedious manual data entry, save time and reduce errors that are more likely to occur with manual input. .This change improved the overall reporting quality and improved Ecowize's overall operational efficiency.
Unmatched Reporting Insight:
One of FILE13's most notable aspects is its ability to establish a strong reporting system. Comprehensive checklists guide PCOs through essential service steps, resulting in the collection of consistent data. The result is more detailed and informative reports for both internal and external auditors.
Ecowize Portal:
FILE13 created a unique online portal just for Ecowize, pushing the boundaries of user experience. With role-based access for clients and administrators, access to essential reports and dashboards is now easier than ever. As a consolidated center, the Ecowize Portal promoted cooperation, openness, and efficient communication.
THE RESULTS: The Evolution of Ecowize with FILE13: An Amazing feat of Efficiency
The implementation of FILE13 yielded remarkable results for Ecowize:
Significant Time-saving:
PCOs experienced significant time savings, transitioning from manual paperwork to swift and accurate digital reporting.
Compliance Symphony:
FILE13 guaranteed audit compliance in complete harmony with IPM standards, strengthening an essential component of Ecowize's business operations.
Efficiency Unleashed:
The efficiency gains were substantial, with the streamlined processes reflecting in quicker service completion with accurate reporting.
Financial gains:
FILE13 facilitated stock reconciliation, eliminating billing inaccuracies and enhancing financial processes.
FILE13 did more than simply improve Ecowize’s operations—rather, it laid the foundation for lasting operational excellence by coordinating an orchestra of effectiveness, compliance, and financial precision.
GOING FORWARD
For Ecowize, the proof was definitely in the pudding. Using FILE13, Ecowize created a fool-proof way to show that pest control work was done right, meeting strict audit rules. Technicians no longer have to spend hours on manual checklists and paperwork, getting a huge chunk of their day back. Plus, the system made sure Ecowize was only billing for supplies they actually used, keeping everything financially accurate. In short, FILE13 didn’t just fix a few problems – it helped Ecowize become a more efficient, accurate, and successful cleaning and sanitation service provider.
It doesn’t end here, though. The journey towards digital transformation continues for other Ecowize business divisions:
Cleaning and Hygiene on the Digital Horizon: After taking the pest control industry by storm, Ecowize decided to expand the digital revolution to include the hygiene sector. The cleaning division’s strategies were inspired by the pest control success story, which set the foundation for success. This expansion promises a complete digital presence across huge deep cleaning facilities.
VIDEO: Watch how File13 has helped streamline Ecowize's pest control operations
“FILE13’s digital solution has been a game-changer for Ecowize. It not only streamlined our processes but also brought a level of efficiency and accuracy which exceeded expectations. The ongoing support and phased approach have made this journey transformative for our entire organisation.”
Ecowize’s journey towards digital transformation is more than just a step forward; it’s an odyssey characterised by strategic partnership, forays into unexplored areas, and a powerful demonstration of the transformative power of FILE13’s digital capabilities.
