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You have already tried all of them. Each one breaks at a different point.

Notebook, spreadsheet, legacy desktop software, generic fiscal ERP — every hospital laundry has been through at least two of these. None of them hold up to the real operation. Eight concrete situations show where each one cracks.

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Situations
Eight, from the shop floor to the public tender
Columns
Notebook, spreadsheet, legacy software, Cleanifly
Key
where it breakswhere it holds

4 systems, 4 different ways of not keeping up.

In the order a laundry usually goes through them.

  1. 01

    Notebook

    The starting point

    Handwritten notes in the truck and on the shop floor.

    • Smudged handwriting, lost notebook, driver forgot
    • End-of-month reconciliation becomes archaeology
    • Volumes above 30 tons/month break it
  2. 02

    Spreadsheet (Excel)

    The first digital step

    The solution for those who left paper behind.

    • Wrong version saved, broken formula, three people editing at once
    • Nobody knows who changed what
    • Above 200 tons/month, Excel was not built for this
  3. 03

    Legacy desktop software

    The "laundry software"

    Installed on a PC, licence per workstation.

    • Manual backups, no driver phone, no client portal
    • Last update in 2018 — does not meet what public tenders ask for in 2026
    • No history of who changed what
  4. 04

    Generic fiscal ERP

    The "ERP that does everything"

    Off-the-shelf fiscal system, bent into shape.

    • Does not understand soiling index, dual weighing or declared × weighed weight
    • Bills like an e-commerce — no segmentation by contract
    • No hospital portal, no digital manifest, no history of who changed the configuration

8 real situations. Where each one breaks.

Amber lamp: breaks. Lit lamp: holds. The generic fiscal ERP is off the table — it would fail in every row.

Situation Notebook Spreadsheet Legacy software Cleanifly
01 Hospital questions the weight of a collection Searches the driver's notebook. Smudged handwriting. Likely caves in. Opens the weekly Excel, cross-checks with the manifest. Transcription error is common. Usually caves in. The hospital cannot see the record — there is no portal. Still word against word. Opens the screen. Shows the declared weight, the scale weight, date and time. Case closed.
02 The health authority schedules a sanitary inspection Days. Whole team pulled off the operation. Risk of gaps in documentation. Hours cross-referencing spreadsheets. Data missing. Numbers do not match. The report comes off the PC, if that month's backup was done. No history of who changed what. Filter by period and client, export PDF and Excel. Rewashes with reason and divergences already flagged.
03 Hospital requests an invoice from 6 months ago Digs through the archive folder. Maybe finds it. Maybe not. Opens the spreadsheet for that month. If the right version was saved. No guarantee. Depends on that month's manual backup. If it exists. Search by client and period. PDF and XLSX in seconds.
04 End of month — invoice closing Does not scale. Above 30 tons/month, paper does not close. 3 to 5 days. Recurring formula errors. 2–3 errors/week is normal. The driver writes on paper, someone types it into the PC. Transcription continues. The invoice is born from the weights already recorded, checked before it goes out. No transcription.
05 Price of an item changes Rewrite in the notebook. Past invoices already issued — too late. Overwrite the cell. An old invoice pulled again comes back with the new price. Argument. No change history. An old invoice pulled again comes back with the new price. Price table versioned by date. Past invoices stay unchanged. The history does not change.
06 Collection with no record — "forgot to write it down" Happens. No way to reconstruct. Happens. Reconstructed from memory. Another silent error. With no driver phone, the collection only enters when someone types it at the office. Or never does. Tablet requires the record to finalize. No collection without data.
07 Public tender requires digital traceability Disqualified before the technical phase. Disqualified. A spreadsheet is not a "system". Last update in 2018. Does not meet what the 2026 tender asks for. Submits a report by item, weight and contract. Passes.
08 Volume crosses 200 tons/month It already broke at 30 tons. Excel was not built for this. Formula errors, wrong version, slowness. Licence per workstation, manual backups, no portal. Every extra ton is one more person typing. Built for volume: 390 t a month, 97 hospitals and more than 13,000 weighings in one month, in a real operation.

What changes in the real operation.

Audited numbers from the operation where Cleanifly runs today.

6% 77%
collections where the declared weight matches the scale exactly, in 10 months
2–3 1
people in the back office to close the month
days later same day
collection recorded in the system
Excel single system
operational source of truth

Bring the notebook and the spreadsheet you use today.

We show how the notebook, spreadsheet or legacy software you use today would look as a single system.

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