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How do I request supplies for my location?

Ask for paper, soap, liners, or other catalog items at your building. Create the request on the web or in the mobile app, then find it under Open until it is fulfilled.

Use a supply request when your building needs catalog items such as paper products, soap, liners, or cleaning materials. Your cleaning company chooses the list for each location and who is notified.

Applies to: Customer users whose login includes Supplies (Request) and access to the building. You can create requests on the web and in the mobile app. You will not see supply costs on the phone. The Customer role does not include Supplies (Edit).

You only see items your cleaning company has assigned to that location. You cannot add a new product to the catalog.

Before You Start

  • Ask your cleaning company for a login and access to the buildings you should see.
  • If Requests is missing on the web, or Supplies is missing under MORE, ask them to assign Supplies (Request) and the location.
  • After they change your access, sign out and sign back in. On the phone, also open MORE > Sync.

Items are grouped by who is expected to stock them. You do not need to send two requests.

  • On the web create form: Fulfilled by customer and Fulfilled by company
  • After you open a saved request on the web: Customer fulfilled items and Company fulfilled items
  • In the mobile app: Provided by customer and Provided by cleaner

Fulfilled by company / Provided by cleaner items go to your cleaning company. Fulfilled by customer / Provided by customer items go to the people they listed as customer supply managers—often someone at your building. See the fulfill article in Links to verify when you are the person who stocks those items.

Request Supplies on the Web

  1. Sign in at app.cleansmarts.com.
  2. Open Requests in the left menu. The page title is Supply Requests. If your company also gave you other supply tools, look under Supplies > Requests.
  3. Stay on the Open tab.
  4. Click Create Supply Request.
  5. Choose the Location.
  6. Add a PO No. or Notes only if your process uses them. Leave them blank otherwise.
  7. Find each item and enter Quantity Needed. Items sit under Fulfilled by customer or Fulfilled by company.
  8. Check the Quantity total at the bottom. Submit Request stays unavailable until at least one quantity is greater than zero.
  9. Click Submit Request. Clean Smarts returns you to the Open list. The new request should appear there.

The create form can show a Cost column even on a customer login. You do not need costs to submit, and the Customer role does not include cost reports or Supplies (Edit) tools.

Request Supplies in the Mobile App

From MORE

  1. Tap MORE, then Supplies.
  2. On My supply requests, stay on By location and tap the building. A number beside a location shows how many requests are still open there.
  3. Open Open requests and tap +. The + button is also available from Fulfilled requests.
  4. On New supply request, add a Purchase Order Number or Notes only if you need them. Tap the edit icon to enter a note, then tap Done.
  5. Find each item and enter the quantity. Use + and −, or type a number.
  6. Review the Quantity total at the bottom. Costs stay hidden on a Customer login.
  7. Tap Submit request. Wait for Successfully created supply request.

Items are grouped under Provided by cleaner and Provided by customer. One request can include both.

From HOME

If the + button appears on HOME, tap it, choose New supply request, pick the location, and complete the same form.

From a location

If you can open the building from MY JOBS:

  1. Open the location.
  2. Swipe the location tabs and tap Supplies.
  3. Enter quantities and tap Submit request.
  4. At Add note to request, enter an optional note and tap Confirm, or tap Continue to submit without a note.

The location tab does not include Purchase Order Number. Use MORE > Supplies when the request needs one.

Find the Request After You Submit It

On the web

  1. Open Requests.
  2. Use Open for requests that still need to be completed.
  3. Use Fulfilled after your cleaning company (or you) has closed the request.
  4. Choose the location if you have more than one building.
  5. Click a row to open it.

Use Summary to scan request IDs and locations. Use Detail when you need each item.

When you open a request as a customer, you may only see Customer fulfilled items. Company-provided items still went to your cleaning company; they can be hidden on your detail view.

In the mobile app

  1. Open MORE > Supplies.
  2. Use All requests to review open requests across your locations.
  3. To see one building, use By location, tap the location, then open:
    • Open requests for requests that still need to be completed.
    • Fulfilled requests for requests that have been closed.

Troubleshooting

  • Requests or Supplies is missing. Ask your cleaning company to assign Supplies (Request) and the location. Sign out and back in. On the phone, also MORE > Sync.
  • The building is missing. You do not have access to that location. Ask your cleaning company to add it to your user.
  • No items appear, or the list says no items found. The products may exist in the company catalog but are not assigned to this location. That is the most common cause. Ask your cleaning company to add them to the location's supply list, then refresh or Sync.
  • Submit Request or Submit request is disabled. Increase at least one item's quantity above zero.
  • The app says Max Quantity Exceeded. The location has an order limit for that item. The limit includes what is already requested, so reduce the new quantity.
  • I did not see Successfully created supply request. Do not assume it saved. Check your connection, try again, and look under Open requests before sending a duplicate. Supply requests need an internet connection.
  • Nobody got an email, or the wrong person did. Routing depends on Provided by cleaner vs Provided by customer, the location's supply managers, and that user's notification settings. Ask your cleaning company to check those. You can still find the request under Requests or MORE > Supplies.
  • I need to mark items delivered. That is a fulfill step, not a new request. Use the fulfill article in Links to verify.

Related Articles

Links to verify

These Customer Portal drafts are not published yet. Add them as related links after HubSpot publish:

  • How do I fulfill a supply request my cleaning company sent me?
  • How do I find my way around Clean Smarts?
  • What can I do in Clean Smarts as a customer?
  • How do I turn on notifications from my cleaning company?