Paper or Digital? Comparing Timesheets for Smarter Cleaning Management

In the world of sanitation and cleaning services, traceability has become essential. Whether it’s to ensure proper operational follow-up, respond to a complaint, or demonstrate compliance during an audit, the timesheet remains one of the most widely used tools in the field.

Yet many buildings still rely solely on paper forms, often posted at restroom entrances or filled out manually by staff. While familiar, this system has clear limitations—limitations that digital solutions like HBscan are designed to overcome.

Just because it's always been done that way doesn’t mean it’s the best way.

Why are timesheets essential?

A timesheet or cleaning log is used to document cleaning operations throughout different areas of a building. It serves to:

• Confirm that a service was performed

• Record the times and dates of each visit

• Provide evidence in case of questions or complaints

• Verify the actual cleaning frequency

In short, it becomes both a traceability tool and a communication channel between teams, managers, and occupants.

Paper or digital: which should you choose?

At first glance, a paper timesheet seems economical and easy to implement. But when you take the time to compare both approaches, the advantages of going digital quickly become clear.

Criteria	Paper Timesheet	Digital Timesheet (e.g., HBscan)
Readability	Varies depending on handwriting and thoroughness	Standardized, clear, automatically timestamped
Traceability	Low: often lost or incomplete	Complete and accessible at any time
Proof of Service	Can be falsified or forgotten	Automatic via NFC badge or unique code
Reactivity	Delays between issue and verification	Instant alert if a task is missed
Data Analysis	Requires time-consuming manual processing	Real-time dynamic reports
Security	Risk of loss, no backup	Cloud-based backup and storage
Actual Cost	Seemingly low, but costly in the long run	Initial investment, then long-term savings

A paper timesheet tells you someone showed up. A digital timesheet tells you when, where, who, and whether the job was done properly.

The Hidden Costs of Paper

Many facility managers hesitate to switch to digital tools due to the perceived upfront cost. But they often overlook the invisible costs of traditional paper-based methods:

• Administrative time spent compiling, retrieving, or verifying sheets

• Frequent human errors (omissions, illegible writing, backdated entries)

• Legal risk in disputes with tenants or service providers due to missing records

• Audit challenges or inability to identify patterns (e.g., recurring missed cleanings on weekends)

  
  

A digital system like HBscan reduces these risks, speeds up processes, and gives you access to key insights in just one click.

Case Study:  Service+ in action

Context:

A 28-story office tower in downtown Montreal was using paper timesheets to monitor cleaning operations.

Issues Identified:

• Inability to respond accurately to complaints

• Scattered or missing data

• No clear operational overview

  
  

Implemented Solution:

• Installation of Service+ terminals in key areas

• Use of NFC badges by cleaning staff

• Online access to reports for supervisors

  
  

Results:

• ⏱ Significant reduction in time spent managing documentation

• 📊 Automated, accessible reports for internal audits

• 🤝 Improved relationships with service providers and tenants

• 🧠 Decisions based on real data, not assumptions

  
  

Going Digital Without Losing Control

Adopting digital timesheets doesn’t mean giving up manual oversight it means enhancing it with tools that are more accurate, faster, and better suited to today’s operational realities.

With HBscan, you can:

• Track cleaning activities in real time

• Avoid oversights with built-in alerts and reminders

• Easily audit service quality and consistency

• Generate automated reports for your clients or tenants

  
  

Conclusion: Choose Intelligence Over Habit

In a world where compliance, transparency, and responsiveness are now the minimum standard, relying on paper timesheets is like managing a building blindfolded.

With Service+ terminals, you gain in efficiency, traceability, and credibility.

📣 Ready to Take It to the Next Level?

Contact our team for a free analysis of your current practices, or try Service+ for 30 days and see the real impact on your day-to-day operations.