MG Gebäudeservice Düsseldorf: how 30 employees switched to Taskey in 4 weeks

MG Gebäudeservice is one of the established cleaning companies in Düsseldorf. 30 employees, a broad portfolio of sites — office complexes, doctors' practices, production halls. The operation runs well, customers are happy, the team is in sync.

But as in many companies that grew over the years, a lot of processes at MG Gebäudeservice were still anchored in analogue structures. Paper timesheets, scheduling over messenger groups, reporting through Excel. Not because professionalism was lacking — but because it had worked for years.

"It was clear to us that we'd reached a point where the next level was only going to come with better data. The question was never whether to digitalise — it was what to do it with," says Mikolaj.

What was missing wasn't the willingness to change — it was a system that fits the day-to-day reality of a cleaning company. One that the team in the field can use without training. One that immediately shows the office which site is economically on track and where action is needed. And one that doesn't deliver clarity weeks later at the accountant's, but in real time.

MG Gebäudeservice chose Taskey — and made the move from a well-run operation to a data-driven business.

The challenge in detail

On paper, everything at MG Gebäudeservice ran smoothly. In practice, three things cost unnecessary time and nerves every day.

Searching for documents instead of working

A quote from three months ago? Somewhere in the emails. The cleaning report from last Friday? Maybe in the messenger history, maybe in the cloud, maybe printed in a binder. Anyone running a growing business with information spread across five channels knows the feeling: you know the document exists — you just don't know where.

"When a customer called and needed an invoice or a quote, sometimes it took me 15 minutes to find it. Not because we're disorganised, but because everything was in different systems," says Gianluca.

With Taskey, everything is in one place. Quotes, invoices, site data, job history — one click in the dashboard, done. No scrolling through email threads, no rummaging through folders.

Quotes out faster, jobs in faster

Every quote that goes out a day late is a job someone else wins. At MG Gebäudeservice, quoting used to be manual — calculation in Excel, formatting in Word, sent by email. It works, but it takes time.

The goal was clear: quotes should go out in minutes, not hours. With stored pricing logic, a professional layout and direct send from the system. Less office work, faster response to the customer.

Live overview instead of flying blind

That was the real game-changer. Pulling out the phone on the sofa in the evening and seeing instantly: Citypark site is being cleaned right now, shift started at 7:30 pm, Ms. Müller is on site. Medicum site is already finished, cleaning took 2.5 hours — exactly as quoted.

Before, it was a black box. You built the plan in the morning and hoped everything ran. Whether things were actually cleaned, when and by whom — you found out when the paper slips came in. Or when the customer complained.

"I don't have to chase people on the phone any more. I open the app and see everything. Which employee is where, how long the site takes, whether the schedule holds. That gives me a calm I didn't have before," says Mikolaj.

For MG Gebäudeservice's clients, that means: complete documentation, available at any time. For the management, it means: control without micromanagement. And for the team it means: clear structures, fewer questions, more ownership.

The solution — Taskey in action

The switch at MG Gebäudeservice wasn't a months-long IT migration. It was an afternoon.

NFC tags at every site and every room

NFC tags were placed at the sites and inside the individual rooms and areas — small stickers, barely visible, practically indestructible. The principle couldn't be simpler: the employee arrives, holds the smartphone to the tag, checked in. Room done, scan the next tag, on to the next area.

No paper, no phone call, no app entry. Phone to the tag — that's it.

For MG Gebäudeservice, that solved two things at once. First: time tracking runs automatically, to the second, tamper-proof. Second — and this was the actual added value — a complete record at room level emerges. Not just "Citypark site was cleaned", but "reception area done at 7:47 pm, open-plan office 2nd floor done at 8:23 pm, sanitary facilities done at 8:41 pm."

"If a customer asks whether a specific area was cleaned, I no longer have to call my employee. I look at the dashboard and have the answer in three seconds," says Gianluca.

Scheduling? Takes care of itself

Before, scheduling at MG Gebäudeservice looked like this: Excel sheet with shift plans, changes pushed via WhatsApp, hoping everyone had the current version. In case of sickness or no-shows: phone rally.

With Taskey, the entire scheduling is digital. Set up sites, assign employees, define shift times — everything in the system. Changes arrive in real time on the employee's phone. No back-and-forth, no outdated plans, no "I didn't know I was supposed to be there today."

That doesn't just save admin time. It eliminates an entire source of error. If the plan is digital and every employee sees it live on the smartphone, there are no more misunderstandings.

Everything in one system

Creating quotes, scheduling jobs, capturing time, documenting sites, writing invoices — at MG Gebäudeservice, this now runs through a single dashboard. No five different tools, no Excel as the bridge between them.

For management, that means: one source of truth. For the office team: fewer steps, fewer mistakes. And for the team in the field: an app they understood in two minutes.

The results after two weeks

Two weeks. That's all it took to clearly feel the first differences.

Time tracking: from hours to seconds

Before, collecting, checking and transferring timesheets at MG Gebäudeservice took around 8–10 hours per month — spread across the office team and the management. With NFC check-ins at the sites, that workload has dropped to nearly zero. Times land automatically in the system, to the second and without manual intervention.

Scheduling: 3 hours saved per week

Manual coordination via Excel and WhatsApp used to eat up a solid 3 hours per week — building shift plans, communicating changes, answering questions. Since scheduling runs digitally through Taskey, 20 minutes are enough. Changes arrive in real time on the team's phones; follow-up questions have almost completely disappeared.

Client communication: from gut feel to documentation

When a client now asks whether and when a specific site was cleaned, MG Gebäudeservice has the answer in seconds. No calls, no checking with the team. The dashboard shows timestamps, employees and room-level detail — complete and digital. For a business built on trust and reliability, that's a real competitive edge.

The numbers at a glance

Conclusion

MG Gebäudeservice wasn't a poorly run business before. Quite the opposite: 30 employees, a solid customer base, a good name in Düsseldorf. But as in many companies of this size, processes had reached a point where working analogue cost more energy than it delivered.

Two weeks with Taskey were enough to noticeably reduce the daily friction. No more lost timesheets, no more WhatsApp coordination, no more hunting for documents. Instead: a system that shows management in real time where the operation stands — and that the field team understood in two minutes.

Gianluca of MG Gebäudeservice sums it up:

"Taskey fundamentally changed our internal processes — from time tracking to scheduling to documentation. But what convinced me personally most is the effect on the outside. Our clients see that we work professionally. When a client has a question, we can produce complete documentation within seconds. That builds trust on a whole different level. Taskey lets us offer our clients comprehensive quality management — and that's exactly what differentiates us today from many competitors. I can recommend Taskey to any business that doesn't just want to get better internally, but also wants to show on the outside what it actually delivers."