If you’re a business owner or facilities manager, you’ve likely struggled with an important question when hiring professional cleaning services: should you supply your own cleaning products or rely on what the vendor provides?

It’s a tricky decision with good arguments on both sides. Do you go with the potential benefits of controlling your own products, or avoid the hassles by letting the vendor handle it? Is there a right approach that gives you the “best of both worlds”?

In this in-depth guide, I’ll walk you through the pros and cons of self-supplying cleaning chemicals versus using vendor-provided options. You’ll learn some smart compromises that allow customization without all the work. I’ll also cover key factors to consider based on your unique business needs and priorities.

By the end, you’ll have the information you need to make the right cleaning products decision for YOUR specific situation. You’ll know how to implement changes smoothly and set your facility up for cleaning success.

So let’s dive in and explore if self-supplying products or relying on vendor inventory makes the most sense for your business!

The Potential Benefits of Using Your Own Cleaning Products

First, let’s look at some of the reasons you may want to purchase and supply your own cleaning chemicals and tools rather than use what a vendor provides:

You Know Exactly What’s Being Used  

When you purchase products yourself, you can closely control the exact cleaning solutions being used in your facility. This allows you to be confident no harsh chemicals or ingredients you don’t approve of will be brought in. Especially if you have strict requirements around using only eco-friendly, non-toxic supplies, self-supplying products allows you complete control.

Ability to Choose Safer and Greener Products

In addition to control over ingredients, supplying your own products makes it easier to choose safer, environmentally-friendly options. You can research and select green-certified, non-toxic cleaners that meet your company’s sustainability goals rather than relying on what a vendor may use.

Potential Cost Savings

Depending on your current vendor arrangement, purchasing some or all products directly may result in meaningful cost savings for your business. You can buy in bulk for the best prices, and shop sales and specials when stocking up. Just be sure to factor in added labor costs if your staff will now need to manage inventory and purchasing.

Customization for Your Specific Needs

Every facility and business has unique cleaning requirements in certain areas. If you purchase products yourself, it’s easy to buy specialized solutions for your exact needs, rather than hoping a vendor stocks them. This may include disinfectants for sanitizing high-touch areas or powerful degreasers for maintenance cleaning.

The Potential Drawbacks of Supplying Your Own Products 

However, it’s not all positive when you handle purchasing cleaning products for your business. There are also some clear disadvantages and hassles that can come up:

Time and Effort to Research and Purchase

The responsibility of selecting, ordering, and stocking cleaning products now falls on your staff. Depending on your internal resources, this can become a burden of research and logistics to take on. For sizable facilities, the effort of continually purchasing a wide range of supplies in bulk may be sizable.

Proper Training Needed 

If you’re introducing new cleaning products, your staff will need thorough training on their proper and safe usage. This includes protective equipment required, correct dilutions, dwelling times, what surfaces they can be used on, and more. Without proper training, the results and safety could suffer.

Storage and Managing Inventory

Once purchased, all cleaning supplies need proper storage space to avoid spills, leaks, or accidental mixing of chemicals. Keeping inventory organized takes time and diligence as well. Without a dedicated plan, you may find supplies running low or expiring before being used. 

No Expert Guidance on Best Products

Cleaning vendors are a great resource for recommendations on the most effective products for particular cleaning tasks. If you self-supply, you lose this expert guidance. employees may resort to using the wrong chemical or approach for surfaces and soils encountered.

Partnering with a Quality Vendor: The “Best of Both Worlds” Approach

For many businesses, the ideal solution is found somewhere between fully self-supplying all products and relying only on vendor-provided options. Partnering with a vendor you trust while also purchasing some of your own specialized products allows customization while avoiding most hassles and costs.

Vendor Recommendations Based on Experience 

Quality cleaning services have valuable expertise when it comes to knowing which products work best and are needed for particular facilities. Utilize their recommendations so you know the basics are covered completely.

Safety Training and Proper Use Instructions

Reputable vendors thoroughly train their staff on how to properly use cleaning chemicals to avoid injuries or accidents. Let them handle the training on fundamental products so you don’t have to.

Convenience of Provided Products and Inventory

Allowing your vendor to supply commonly used cleaning chemicals and tools is far easier than taking on the logistics yourself. Have them source, stock, and manage fundamental inventory.

Customization Still Possible

While utilizing vendor inventory for basics, you can still purchase some specialized products yourself that are custom fit for areas of your facility. This gives you the control you need for unique situations without the hassle of supplying everything.

Often the Most Cost-Effective Option

Working with an established vendor that specializes in cleaning chemicals often gives you the best economy of scale. Let them buy the commodities in bulk so you save.

Factors to Consider When Deciding What Works Best

The right approach between using all vendor-provided or self-supplied cleaning products depends on your unique situation. Consider the following factors to decide what will work best:

Size of the Facility

For small offices, the burden of purchasing and managing lots of different cleaning products likely outweighs the benefits. But for very large facilities, the cost and customization benefits may make self-supplying worthwhile.

Internal Resources Available

Do you have staff members with the time and knowledge to take on sourcing, purchasing, inventory management, and training on cleaning products? If these resources don’t exist internally, relying on a vendor is likely better.

Specialized Cleaning Needs

Unique areas like industrial kitchens, manufacturing spaces, labs, etc may require very specific cleaning solutions. The added control of buying them yourself makes more sense for specialized facilities.

Company Values and Priorities

If non-toxic, eco-friendly products are a top priority, self purchasing may be the best way to ensure alignment with your corporate values. But cost savings or convenience may dictate partnering with an experienced vendor instead.

Willingness to Change Vendors if Needed

No single vendor is likely to offer the ideal mix of specialized and basic products out of the gate. If you’re willing to change service providers to get the right fit, you’ll have more flexibility.

Proper Implementation is Key for Success

Shifting to new cleaning products, whether completely vendor supplied or self purchased, requires careful change management for successful adoption. Here are some best practices:

Communicate Decisions and Expectations Clearly

Explain to all stakeholders – including staff, vendors, and internal teams – what products will be used and who will provide them. Clear upfront communication prevents confusion down the line.

Provide Training on New Products  

Make sure whoever is using cleaning chemicals, whether your staff or vendor employees, gets thorough training on proper use. Review safety, required PPE, dilution ratios, dwell times, and application methods.

Adjust Processes Accordingly

Update inventory management, purchasing, training, and cleaning procedures as needed to account for product changes. Don’t rely solely on old practices as it could lead to waste, inefficiency, or safety issues.

Get Employee Feedback Along the Way

Solicit honest input from cleaning staff during and after implementation. They may spot issues or have ideas for improvement as new products are used. Be ready to adjust course based on their feedback.

Conclusion and Summary

Determining the right mix of self-supplied versus vendor-provided cleaning products requires careful analysis of your business’ unique needs and priorities. While purchasing your own specialized products allows for maximum customization and control, relying fully on vendor inventory can often be the most convenient and cost-effective approach. Partnering strategically with a trusted vendor while also buying some of your own supplies is usually the ideal “best of both worlds” solution. With proper implementation that includes clear communication, extensive training, and process adjustments, you can make a successful transition that meets your facility’s cleaning requirements. Remember to solicit ongoing feedback as new methods and products are used. By weighing the pros and cons and planning appropriately, you can make the cleaning products decision that supports your business needs both now and in the future.