Usage reports by building, counted from what each site actually received.

Today a rep or customer service coordinator exports the account's invoice lines for the period, ties each one to a building or delivery point, converts cases and cartons into the unit the customer reports in, sets the totals beside the budget or par level the customer gave, and copies it all into the customer's spreadsheet. Then they read down the columns looking for the building that doesn't look right.

For the test, AI reads copies of that history and drafts each report in the customer's own layout: building, item, unit of measure, quantity delivered, cost where the customer wants it, and usage beside budget or par where the customer set one. Changes worth a question are marked, with the invoices behind them. The draft goes to your rep, never to the customer.

The customer writes the layout into the contract. Alameda County's trash can liner RFQ 902320, for a contract starting November 1, 2023, has the contractor send quarterly usage reports in Excel to the county's Sustainability Department within two business weeks of the quarter's close. Its detailed report wants one line per transaction, sorted by order date and sortable on every column, a total on each line rather than a running total, and no breaks or subtitles. The columns include the ordering department, the delivery location and the count per unit, such as rolls per carton. A second report sums quantities and cost by department for the quarter and the year to date. The draft follows the customer's layout column for column and leaves a column empty, with a note, when your records can't fill it.

Delivered is not ordered. Alameda's janitorial paper RFQ 902127 gives shipped quantity its own column whenever it differs from the quantity ordered, next to the unit used for pricing and the number of pieces in that unit. Dallas County's auditor, in an FY2023 facilities inventory audit issued in June 2024, checked the usage reports its janitorial contractor owed with each monthly invoice, broken down by building, under a contract that sends invoices back unpaid without them. The reports had been built from quantities requested rather than received, one group of buildings was reported as a single amount, and trash bags were not separated by size. The draft counts what was delivered and invoiced, gives each building its own rows, and keeps every liner size on its own line.

Some customers count chemicals in use, not in cases. The Alaska Department of Corrections' 2020 bid for laundry, warewashing and janitorial chemicals, paper, plastic and toiletries asks for a quarterly report listing, for each facility, the total quantity and dollar volume of every contract line item. It also asks, every two months, for the janitorial chemicals consumed and the concentration used for each chemical that is diluted. A case count answers the first request; the second needs dispenser or service records. The draft converts cases into the volume your item file gives and fills a concentration column only from dilution settings in records you send, leaving it blank otherwise.

The school calendar shows up in the numbers. In an addendum to McHenry County College's custodial services RFP 05012013, bidders asked the Illinois college for twelve months of usage by month for towel, tissue, soap and liners. The college answered with monthly figures for August through May, item by item and liner size by liner size, from 24 by 33 inches up to 38 by 58, and said June and July run lower. A drop in June is the calendar, not a lost account. Where your history reaches back far enough, the draft compares each building with the same months of the year before, and marks the changes that remain for your rep with the figures behind them. Whether to ask the customer about one is the rep's call.

Some customers must keep the record themselves. Since January 1, 2022, California's SB 1383 rules have required cities, counties and other jurisdictions to buy recycled-content, recyclable paper, and CalRecycle says they must keep invoices or other proofs of purchase showing their paper products by volume and type, along with written certifications from vendors. Alameda's paper RFQ also asks each usage line for the certification standard the product meets, such as UL ECOLOGO. The draft carries recycled content and certifications onto each paper line from your item file and leaves a blank where the file is silent. Your reviewer, usually the account rep or the coordinator who sends these reports, checks buildings, delivered quantities, units, the layout, every marked change and each line the draft held back.

When your reviewer says yes against the success criteria, the same job drafts the usage reports that come due over the next 30 days or so.

A rep reads every one and decides whether it goes out under your name. Any question to a customer about a marked change stays with the rep.

A further job would be its own decision, priced by itself.