How do I fulfill a supply request my cleaning company sent me?

When an item at your building is Provided by customer, your cleaning company can send you a supply request instead of stocking it themselves. Open that request, enter how many you actually delivered, and close it when you are done.

Applies to: Customer users whose login includes Supplies (Request) and access to the location. You stock items under Provided by customer (web: Customer fulfilled items). Your cleaning company stocks Provided by cleaner items.

Entering quantities does not close the request by itself. You still need to save it as fulfilled (mobile) or set the status to Closed (web).

Before You Start

You need a Clean Smarts login, access to the building, and Supplies (Request). If you do not see Requests on the web or Supplies in the app, ask your cleaning company to check your access.

You may get an email when a request includes items you are expected to provide. Those emails go to the people listed as Customer Supplies Manager for the location. If you never received one, ask your cleaning company to confirm that designation and your notification settings.

Items on a request are grouped by who is supposed to provide them, not by who submitted the request:

• On the web: Customer fulfilled items and Company fulfilled items
• In the mobile app: Provided by customer and Provided by cleaner

Work the customer section unless your cleaning company asked you to handle the rest.

Find an Open Request

On the web

1. Sign in at app.cleansmarts.com.
2. Open Requests in the left menu. The page title is Supply Requests.
3. Stay on the Open tab.
4. Choose the location if you have more than one building.
5. Click the request to open it.

Use Summary to scan request IDs, locations, and notes. Use Detail when you need each item's Requested Qty and Fulfilled Qty.

In the mobile app

1. Open MORE > Supplies.
2. On My supply requests, find the request:
   • Use By location, tap the building, then open Open requests.
   • Use All requests to see open requests from every location you can access.
3. Tap the request number.

All requests shows open requests only. Use a location's Fulfilled requests tab, or the web Fulfilled tab, for completed history.

Record a Full or Partial Delivery

On the web

1. Click Edit.
2. Under Customer fulfilled items, enter Quantity Fulfilled for each item you stocked. Do not enter more than Quantity Ordered.
3. Add a Purchase Number or Notes if your process uses them.
4. Set Status:
   • Leave Open if more items are still coming.
   • Choose Closed when the request should move to Fulfilled.
5. Click Save Changes.

In the mobile app

1. Review the Requested quantity for each item.
2. Use the plus and minus controls beside Fulfilled to enter the quantity you delivered. You cannot go higher than the requested quantity.
3. Add or update Purchase Order Number and Notes if you use them.
4. Choose the correct save action:
   • Tap Save and leave open when items are still outstanding.
   • Tap Save and fulfill when the request should be closed.

Saving a delivered quantity adds that amount to the item's current inventory, even if you leave the request open. Save and fulfill (or web Closed) removes the remaining requested quantity from the amount considered on order.

> Important: You can close a request that is only partly filled. Use Save and leave open or keep Status as Open if another delivery is still expected.

If every fulfilled quantity is zero, the mobile app asks whether you want to close the request without delivering anything. Continue only when the request should be closed with nothing delivered. On the web, setting Status to Closed and saving can close the request the same way.

Do not click Delete to finish a request. That removes the record instead of marking it fulfilled.

Review or Reopen a Fulfilled Request

On the web

1. Open Requests.
2. Switch to the Fulfilled tab.
3. Click the request to review requested and fulfilled quantities.
4. To reopen it, click Edit, set Status to Open, and click Save Changes.

In the mobile app

1. Open MORE > Supplies.
2. Select By location, then the building.
3. Open Fulfilled requests.
4. Tap the request.
5. Tap Re-open request if more deliveries must be recorded or it was closed by mistake.

Reopening moves the request back to Open. Quantities already delivered stay on the request and in inventory.

Troubleshooting

• Requests or Supplies is missing. Ask your cleaning company to assign Supplies (Request) and location access. Sign out and back in after they change it. In the mobile app, also open MORE > Sync.
• I entered the quantities but the request is still open. Quantities alone do not change the status. On the web, set Status to Closed and click Save Changes. In the app, tap Save and fulfill.
• I only stocked some of the items. Enter the quantities you delivered, then Save and leave open (or keep Status as Open) until the rest arrive.
• I see Provided by cleaner or Company fulfilled items. Those are for your cleaning company. Update Provided by customer / Customer fulfilled items unless they asked you to handle both.
• I did not get an email. Ask your cleaning company to confirm you are a Customer Supplies Manager for that building and that New Supply Requests is enabled for your user. You can still fulfill the request from Requests or MORE > Supplies.
• The request will not save. Check your internet connection. Some companies require a higher supplies permission to update requests—ask your cleaning company if save keeps failing.
• I cannot correct the count on Current levels. Customer logins with Supplies (Request) can fulfill requests. Saving a physical count on Current levels is a staff permission. Do not use that tab to record the same delivery twice.

Related Articles

• How do I fulfill or update supply requests on mobile?

Links to verify

These customer-portal drafts are not published yet. Add them as related links after HubSpot publish:

• How do I request supplies for my location?
• How do I turn on notifications from my cleaning company?
• What can I do in Clean Smarts as a customer?