---
title: "Supplies, keys and compliance · BlastoClean docs"
description: "Par levels and restock requests for each building, an encrypted vault for alarm codes and keys with an audit trail on every read, and expiry reminders for your COI and W-9."
url: "https://www.blastoclean.com/docs/site-operations"
---

# Supplies, keys and compliance

Running the company · Web and mobile · 3 min read · updated August 14, 2026

**Each site can carry supply items with a par level, and crews flag shortages from their phone in one tap; billable restocks are priced at delivery and land on the month’s invoice. Alarm codes and keys live in a per-site vault, encrypted at rest, where revealing a secret is a separate audited request. Compliance documents — COI, W-9, badging — warn the office thirty days and seven days before they expire.**

Three small things a commercial contract runs on, and each of them is the sort
of thing that gets answered in a group chat until the day it costs you an
account.

## Supplies and consumables

Restocking a building's paper, liners and soap is part of the job, and in most
contracts it is either billed back or explicitly included. The person who
notices is a cleaner on site at 2am; the person who orders is in an office the
next morning.

**On the site's page**, list what the building stocks and its **par level** —
the level "low" is measured against. This is not an inventory: nobody is going
to count every roll, and a system that demanded it would be abandoned in a
fortnight.

From the phone, a crew member taps an item and it is flagged. Nothing but the
item is required — a form that demanded a count at 2am would get a made-up
one.

The office works the list from **Supplies → Restocks**: open, ordered,
delivered. Marking one **delivered** is what puts it on the bill, if the item
is billable:

- The price is taken **at delivery**, not when the request was raised. The
  client pays the price at the time the goods arrived, and re-pricing the item
  next month cannot restate a bill already sent.
- An item you absorb carries no price at all, which is what keeps it off the
  client's invoice entirely.
- Once a restock is on an invoice it is frozen.

## Keys, codes and access

A commercial building has an alarm panel with a code that rotates, a fob that
opens the loading dock and not the lifts, and a key held by one supervisor.

Each of those is a row on the site: what it opens, who holds it, and when the
secret was last rotated. Two rules make it safe to keep them here at all:

- **A secret is never in a list.** The site's page shows labels, holders and
  rotation dates. Whether there is a code at all is the only thing it says
  about the secret.
- **Reading a code is written down.** Revealing one is its own action, and the
  audit trail records who read what, when — before the code is shown. That is
  the reason a facilities manager will accept that their alarm codes live in a
  cleaning company's software.

Secrets are encrypted at rest in the same envelope as your payment keys.
Rotating a code stamps the rotation date; the previous code is **not** kept,
because a rotated code is a live credential for as long as somebody has it
written down. Retiring a credential keeps the record — so the audit trail
still names something you can identify — and destroys the secret.

## Compliance documents

Clients ask for a certificate of insurance before the first clean, a W-9
before they will pay, and in banks, hospitals and schools proof that the
people coming in have been background checked and badged. All of it expires,
and a lapsed COI is usually discovered by a crew standing at a locked door at
10pm.

Documents attach at three levels:

- **Company-wide** — your general liability certificate, your W-9.
- **Per client** — the COI naming *them* as an additional insured, which is
  what most facilities managers actually demand.
- **Per site** — badging paperwork for one building.

Set an expiry date and the office is warned **twice**: thirty days out, which
is enough to renew through a broker, and seven days out, which is the one that
gets acted on. Not on the days in between — a daily reminder trains people to
ignore the mail. Renewing a document clears the warning, so the new expiry
gets its own.

Documents that do not expire — a W-9 — simply never warn.