Ask most cleaning business owners how they manage stock and you will hear a familiar story: a spreadsheet that is usually out of date, a WhatsApp message from staff saying they have run out of something and a scramble to work out whether it really has run out or is just sitting in the wrong van.
Stock seems simple until you are running a team across several sites, vans and a warehouse, all drawing from the same supplies. ProCleanerUK is built to handle that properly, not just track a number going up and down.
Knowing where your stock actually is
Many stock systems only answer one question: how many do we have? That is not enough when supplies are split between a warehouse, several vans and cupboards at customers’ sites. ProCleanerUK tracks all three separately, so you can see at a glance whether something is genuinely out of stock or just in a van three miles away.
A full audit trail
Every movement, whether stock coming in, going out to a van or moving to a site, is logged automatically with a timestamp and the person who did it. If a number ever looks wrong, the audit trail shows exactly how it got there.
Staff requests without the back and forth
Staff on site should not have to hunt down an admin to ask for more supplies. They can submit a stock request directly in the app, for a specific site, listing exactly what they need. It goes to the admin team to review rather than being approved automatically, so nothing leaves your control, but it ends the endless “have we got any more blue roll?” messages.
Two ways to fulfil a request
Not every site is stocked from your own warehouse. Many cleaning businesses have sites where supplies come straight from a supplier. ProCleanerUK handles both:
- From your own stock: approve the request and the items are allocated from your stock to that site.
- Direct from a supplier: choose the supplier and the system builds a purchase order from the request and emails the PDF straight to them.
When a supplier delivery arrives, receiving it credits the stock to that specific site, not your general warehouse total, so your figures stay accurate whichever route the supplies took.
Purchase orders that do more than sit in a folder
A purchase order in ProCleanerUK is a proper, formatted document sent directly to your supplier as a PDF. Track its status from Draft to Sent to Received, so you always know what is actually on order. Receiving stock updates your inventory automatically at the price paid, with a movement log created behind the scenes. Nothing needs reconciling by hand afterwards.
Reorder levels and billable stock
Set reorder levels so you are warned before essentials run low. Mark stock as billable or internal use, so products you charge customers for can be added to their invoices.
Why it matters
Every hour spent tracking down where stock went, or retyping a supplier order, is an hour not spent running the business. Good stock control means staff get what they need without friction, and admins can trust the figures without double-checking them.
Tips for better stock control
- Do a full count when you start, so the system begins with accurate figures.
- Ask staff to request stock through the app rather than by message.
- Review reorder levels every few months.
- Check the audit trail whenever a figure looks wrong.
Common mistakes
- Tracking only a single total across warehouse, vans and sites.
- Approving requests by message, with no record.
- Retyping supplier orders into emails.
See your real stock
Warehouse, van and site stock, the audit trail, staff stock requests, purchase orders to suppliers, reorder levels and billable stock are included on every ProCleanerUK plan. Start your 28-day free trial, or book a free demo and we will show you your stock across every location. For commercial sites, read managing multiple sites, and see our cleaning supplies checklist and invoicing features.
FAQs
Can ProCleanerUK track stock in vans and at sites?
Yes. Warehouse, van and site stock are tracked separately.
Can staff request stock from the app?
Yes. Requests go to admins for approval.
Can it send purchase orders to suppliers?
Yes, as a PDF emailed directly to the supplier.
Is there an audit trail?
Yes. Every stock movement is logged with a time and the person who made it.
Can stock be invoiced to customers?
Yes. Billable stock can be added to invoices.