This facility management firm managed compliance documentation for 30+ client sites across eleven separate spreadsheets — one per compliance category, updated by whoever remembered to.
This case study covers how they consolidated everything into one live dashboard, and what changed for their next audit.
Eleven Spreadsheets, One Version of the Truth Missing
Fire safety, electrical certification, elevator inspection, pest control — each compliance category lived in its own spreadsheet, maintained by a different team member. No one had a single view of which sites were current and which were overdue.
The Recurring Audit Scramble
Before every client audit, someone spent two full days cross-referencing all eleven spreadsheets by hand to confirm nothing had lapsed — and still occasionally missed something.
The Consolidation
- 1.Mapped all eleven compliance categories into a single ZEP360 compliance module, one record per site.
- 2.Set automatic renewal reminders 30 days before each certification's expiry.
- 3.Gave every client-facing account manager read access to their own sites' live compliance status.
- 4.Retired the spreadsheets entirely once the first full compliance cycle completed cleanly.
The Results
- •Pre-audit preparation time dropped from two full days to under two hours.
- •Zero missed renewals in the two compliance cycles since rollout, versus an average of two to three lapses per cycle before.
- •Account managers now answer client compliance questions immediately instead of escalating to the operations team.
How ZEP360 Handles Compliance Tracking
ZEP360's compliance module keeps every certification, renewal date, and document in one record per site, with automatic reminders before anything lapses — replacing the spreadsheet-per-category approach this team used to run.
Frequently Asked Questions
How did they migrate eleven spreadsheets of history?
Historical records were imported in batches by category over two weeks, with the two most recently updated spreadsheets (fire safety and electrical) migrated first since they had the nearest renewal dates.
Can clients see their own compliance status directly?
In this rollout, only internal account managers were given access — client-facing sharing wasn't part of this specific case study, though the module supports it.
