Know what you pay. Before the invoice.
You know what was agreed. But whether the invoice actually matches that is a different question. GRIP Financial Management is the single source: rates, standards, indexations, changes and extra work in one system, shared with client and supplier.
Your cleaning contract, still calculated in a spreadsheet
Cleaning is one of your largest facility contracts, and the same increasingly applies to grounds maintenance. It is the financial side that still lives in Excel. And that is where things go wrong at three key moments.
“One wrong formula in the spreadsheet, and the entire calculation is off. Who catches that in time?”
“The invoice comes in. Does it match the rates and standards agreed per location?”
“An annual indexation or a change in a building: who works out the financial impact by hand, and is it even correct?”
One source for your calculation, your invoices and your changes
GRIP Financial Management manages rates, standards, indexations and changes in one system, shared with client and supplier. The calculation is the source, and every invoice is checked against it. No separate spreadsheets, no calculation errors that go unnoticed.
See it in a demo →
From calculation to invoice checks, in one system
The source and the check in the same environment, shared with your supplier.
Calculation at room level
Rates, standards and surface areas per room. The correct VAT rate applied automatically, even for rooms that are both lived in and worked in.
Changes processed instantly
A change in a building immediately feeds through into the calculation. Approved by both parties, traceable, without separate formulas.
Invoice matches contract
Every invoice is checked against the agreed rates and standards. Approved extra work is included too, right through to the invoice.
One system, three parties
Client, supplier and advisor work from the same source. No version conflicts, no separate spreadsheets.
Client
Keeps control over costs per location and knows for certain that the invoice matches the contract.
Supplier
Works in the same environment, submits changes and sees immediately what has been approved. No more back and forth in Excel.
Advisor
Guides the tender and the setup, and keeps an eye on the figures whenever needed.
What Financial Management delivers for you
Everyone looks at the same source. Here is what clients and suppliers get out of it in practice.
For clients
You keep control. You see what is happening financially per contract and per location, without waiting for a report.
One source, no discussion. Client and supplier look at the same figures, so you no longer need to argue about the facts.
Traceable down to the invoice. Every line item can be traced back to the underlying agreement, ready for an audit.
Changes processed instantly. Indexations and extra work automatically feed through into the calculation, so you steer on current amounts.
For suppliers
Transparency is your strength. You show that you honor your agreements. That strengthens the relationship with your client.
Insight into your own performance. You see your approved changes and extra work reflected back, without having to chase them up.
Time for your trade, not for admin. Less back and forth over invoices, more time for the work itself.
Approved extra work, tracked through to the invoice
Extra work is where contracts start to leak. An ad-hoc job, a verbal agreement, a quick email: it gets done, but later shows up as a surprise on the invoice.
In GRIP, extra work follows a fixed route: requested, approved, carried out, and only then invoiced. You only pay for what you approved in advance.
- Every extra work request recorded with an owner and an amount
- Double approval before execution, with audit trail
- No extra work on the invoice without prior approval
Organizations that gained control over their facility costs
From healthcare to education and the public sector: this is how teams keep financial control over their contracts.
“Contract management and KPI steering at city level: one overview for hundreds of locations.”
Public Sector Read the story →
“Invoices can only be sent once the work has actually been approved.”
Education Read the story →
“We can now truly stay in control of our cleaning contract. Changes to our buildings are processed quickly and we always know where we stand.”
HealthcareFrequently asked questions about Financial Management
How does GRIP help with financial contract management?
GRIP Financial Management is the source you check your invoices against. The system manages rates, standards, indexations and changes, so you always know what a facility contract costs and whether the invoice matches it. It is not an accounting package and not a P2P tool. It sits in between: the financial content of the contract itself.
What is the difference with a P2P tool?
P2P tools (purchase-to-pay) match invoices to a purchase order or budget. They do not know whether the invoice amount matches what was agreed per location, per room or per service. GRIP manages that source: the contract agreements themselves. Both systems can exist side by side: GRIP as the source, P2P for payment processing.
What is the difference with the GRIP Contract Dashboard?
The Contract Dashboard answers the question: what is in the contract, and is it being complied with? Financial Management answers the question: what does the contract cost, and is the invoice correct? They are two layers of the same platform: contract management and financial contract management.
Does it only work for cleaning contracts?
No. Cleaning is the most complex use case, with room inventories, performance standards, surface areas and frequencies. If the platform can handle that, it can handle any facility contract. Security, catering, grounds maintenance, technical maintenance: any contract with a price per location or unit works in GRIP.
What about the new healthcare VAT rate?
Since 1 July 2025, a different VAT rate applies to cleaning in residential areas within healthcare facilities. GRIP applies the correct rate per room, including hybrid rooms that are both lived in and worked in. You no longer calculate with a rough choice between 9% and 21%, but with the correct split per room.
Want to know if your invoices are correct?
Bring a contract to the demo, and we will check it together.