Contract management

Start-up assistance

At the start of a contract, we suggest organising a meeting between your contract manager and the service provider's commercial and operational departments. This will ensure all parties fully understand the requirements set out in the specifications. 

We check that the human and technical resources are in place in accordance with the service provider's offer.

IT tools

The QUALIPSO Suite is a complete set of IT tools developed by QUALIPSO to meet the management needs of soft facilities contracts . 

The QUALIPSO Suite comprises an intuitive web platform and a dedicated mobile app offering a range of essential features: carrying out quality checks, monitoring schedules, checking off all types of tasks, validating the tasks checked off (by you or by QUALIPSO's teams) and invoicing the validated tasks only, and producing detailed reports.

To monitor invoicing, we issue a pro-forma invoice covering the following items:

• regular work 
• low-frequency tasks that have been successfully validated
• sanitary supplies
• work on demand
• credit notes.  

A copy of this pro-forma invoice will be sent to the service provider, who is expected to comply with it, as well as to your financial departments to be reviewed.

In addition, by involving QUALIPSO in the management of the contract, you can: 

• ensure that only the premises in operation are covered when invoicing services; 
• ensure that the schedule for low-frequency tasks is properly followed; 
• ensure that only validated tasks are included in invoices; 
• organise how you monitor your contract: by building, tenant and/or cost centre; 
• create simulations and projections to study the impact of any changes to the programme; 
• automatically manage contract indexing;
  
• integrate and manage work on demand in the same tool.

In short, you'll benefit from precise, controlled financial management!

Quality control

A cleaning contract, especially one with a guaranteed result, involves monitoring and quality control. 

The customer will pay for 100% quality, but a margin of up to 15% non-quality is acceptable. An inspection must therefore reach a minimum of 85%. 

QUALIPSO is accredited by BELAC (ISO 17020 - under number 388-INSP) to carry out cleaning quality controls in accordance with the EN 13549 standard.

Only customers who have specifically requested this, and who have signed the "Contract Review" will benefit from accredited inspections.

QUALIPSO is Belgium's largest cleaning quality control company. In 2024, our teams carried out 10,701 cleaning quality inspections on buildings, trains, metros, buses, aircraft, etc. 

Follow-up meetings and improvement plans

Depending on your needs, we will organise follow-up meetings (e.g. monthly, bi-monthly or quarterly) with your departments and the service provider.

At these meetings, we can discuss the following points: quality controls, recurring problems, improvement plans, unresolved technical aspects, training needs and, possibly, financial monitoring.

Thanks to the analysis reports generated by the Qualipso Suite, it will be easy to draw up improvement plans that have a real impact on quality: requirements concerning descaling, scouring, training, etc.

QUALIPSO is the only organisation able to offer this type of "one-click" analysis report so easily, because we use relational databases.

Management and monitoring of contract invoicing

Managing and monitoring the invoicing of your contracts (cleaning, maintenance of green spaces, etc.) can involve a considerable workload. It's a complex administrative task, often requiring checks on the ground and email exchanges that are difficult to keep track of. 

The CHECK module allows you to monitor the schedule and validate the services provided from your smartphone on the ground, including photos and comments.
If a task is not carried out, or is carried out incorrectly, it will not be validated.
By combining the CHECK and CASH modules, you can ensure that only the validated tasks are included in your invoices.

Every month, the QUALIPSO team issues a pro-forma invoice with which the service provider must comply. This invoice will only include validated services.
You will be able to add work on request and manage any credit notes.
If certain buildings, floors or premises are temporarily out of use (if they are undergoing work, for example), they will not be included in the invoice. 

At any time, you can draw up an annual budget and run simulations, for example if you plan to "close" certain parts of the building one day a week.
In addition, pro-forma invoices can take account of information on specific tenants or cost centres.

In short, CASH gives you full control over all the components in your contracts.