If you run a commercial cleaning business, your supplier is part of your compliance footprint. Every chemical, wipe, pad, dispenser, and piece of equipment you buy can affect Work Health and Safety duties, client contracts, and your brand. We have seen teams lose time and money when labels are wrong, Safety Data Sheets are outdated, or disinfectant claims do not meet Therapeutic Goods Administration rules. A clear supplier evaluation stops those issues before they start. It gives you documented proof that products are safe to use, lawful to sell, and fit for your clients’ risk settings.
CWS is a reliable and licensed supplier of commercial cleaning supplies that aligns with Australian requirements. The team provides current Safety Data Sheets, TGA evidence for disinfectants where claims apply, GECA certified options, and training so crews deploy products correctly from day 1. If you need a partner that understands audits, tender schedules, and mobilisation timelines, CWS builds the documentation pack with you and keeps it current.
The Regulatory Foundations You Must Verify
Australian compliance is straightforward when you break it into 4 pillars. We recommend validating all 4 before you onboard a wholesale supplier and refreshing the evidence at renewal.
Quality and safety under WHS
Hazardous chemicals must have current Safety Data Sheets, correct GHS labelling in English, and clear instructions for storage and use. Containers that are decanted on site need compliant secondary labels. You must also maintain an accessible hazardous chemicals register and train staff in safe use and first aid responses.
Lawful claims under TGA
If a product is sold as a disinfectant with pathogen kill claims, it must meet TGA requirements. General detergents that do not claim disinfection sit outside TGA scope. Your supplier should know the difference and document it, including ARTG listing numbers or test standards where relevant.
Environmental credibility under GECA
GECA certification gives you independent assurance on health and environmental criteria across a range of cleaning categories. It is not mandatory for every item, yet it signals that ingredients, packaging, and performance have been assessed to a published Australian standard.
Logistics and dangerous goods rules
Where products are classified as dangerous goods, the supplier must provide transport information, storage segregation guidance, and spill response instructions that match Australian practice. Delivery constraints such as temperature control or limited quantity thresholds must be documented.
Compliance and Risk Control Checklist
Use this numbered checklist to score potential suppliers. Keep the evidence in your procurement file and map each item to a contract clause.
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Company identity and accountability. Verify ABN, registered business name, physical address, and a named compliance contact. Confirm the escalation path for incidents and product recalls.
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Licensing and permits. Confirm any required licences or permits related to chemical supply or transport are valid. Ask for a copy and expiry dates. Record renewal reminders.
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Safety Data Sheets currency. Require an SDS for every hazardous chemical in the current 16 section format. Check the issue date and that emergency contact details, first aid, PPE, disposal, and transport sections are complete and specific.
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GHS labelling quality. Inspect labels for product identifier, hazard and precautionary statements, signal word, pictograms, batch number, and manufacturer details in English. Review legibility in low light and resistance to moisture.
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Decanting support. Ask for compliant secondary label templates for any products your teams decant on site. Confirm label stock is durable and supplied with the initial order.
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TGA status for disinfectants. Where a product claims disinfection, request the ARTG listing or documented evidence of the exempt category and test standard used. Validate that the label claims match the regulatory status and approved instructions for use.
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Ingredient transparency and restrictions. Ask for declarations for restricted substances, allergen information where relevant, and confirmation that products exclude prohibited biocides or solvents. Capture fragrance policies and volatile organic compound thresholds for sensitive sites.
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GECA options and scope. For core categories such as multipurpose, bathroom, and floor care, ask for GECA certified lines. Record licence numbers and scope. Confirm that equivalent non GECA alternatives meet your minimum health and environment criteria when GECA is not available.
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Packaging and waste. Confirm containers are recyclable where possible, that child resistant closures are used where required, and that disposal instructions match local authority guidance. Record any take back programmes for containers and dosing equipment.
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Transport and storage guidance. Request the supplier’s dangerous goods declarations where applicable, plus delivery controls for temperature, segregation, or limited quantity rules. Verify that pallets and cartons are labelled for safe storage.
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Training and induction. Verify that the supplier offers practical training for chemical handling, dilution, contact times, and equipment safety. Capture formats such as toolbox talks, videos, and on site inductions, plus attendance logging.
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Incident and recall process. Ask for a documented process for recalls, safety alerts, and incident reporting. Confirm notification timeframes, sample wording for client alerts, and points of contact 24 by 7 if required by contract.
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Insurance. Obtain certificates of currency for public liability and product liability with limits aligned to your largest client’s contract. Record insurer, policy number, and coverage dates.
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Product stewardship. Check whether the supplier offers take back or recycling programmes for containers, microfibre, or end of life components. Record any environmental targets the supplier has set and reports against.
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Data access and updates. Confirm you can access Safety Data Sheets, technical data sheets, and product updates through a portal or single point of contact. Ask how changes to formulations are communicated and how fast revised documents are supplied.
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References and audits. Request contact details for commercial clients in similar sectors and verify performance. Ask whether the supplier will support client audits and provide a sample evidence pack.
Operational Capability Checklist
Compliance without delivery is not enough. Use this second numbered list to assess whether the supplier can keep your sites stocked and supported.
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Stock depth on critical lines. Review average on hand inventory for your top 20 SKUs and the reorder triggers. Ask how seasonality is managed for influenza, gastro, or peak opening periods.
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Lead times and cut offs. Capture standard lead times for metro and regional deliveries, plus cut off times for same day dispatch. Record minimum order values and freight rules.
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Fill rates and service levels. Ask for the last 12 months average fill rate for your category and the definition used. Capture any service level commitments for on time and in full delivery.
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Substitution control. Confirm when and how substitutions are proposed, and that any substitute meets the same regulatory status and performance. Require client pre approval where sites are sensitive.
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Forecasting collaboration. Check whether the supplier can consume your usage forecasts or standing orders to reduce stockouts. Agree review points and variance thresholds.
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Contingency and continuity. Request the business continuity plan that addresses supplier failure, transport strikes, or product recalls. Record alternate manufacturers or distributors for critical products.
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Quality control and traceability. Confirm inbound quality checks, batch traceability for concentrates and disinfectants, and non conforming goods handling. Ask for sample batches and serial logs.
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Order visibility and billing. Ensure an online portal or EDI is available for order placement, order status, proof of delivery, and invoice retrieval. Confirm duplicate invoice controls.
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Technical support response. Validate response times for product queries, site trials, and on site training requests. Capture escalation paths for urgent clinical or outbreak support.
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Account service model. Meet the account manager and the technical lead who will support audits and client meetings. Confirm quarterly reviews and continuous improvement actions.
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Sustainability practice in operations. Review packaging minimisation, recycled content targets, and waste diversion. Record fuel efficiency or fleet emissions plans where relevant to your client goals.
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Pricing governance and transparency. Confirm whether price increases follow a documented calendar and index with notice periods. Capture rules for pass through of freight and foreign exchange.
Documents To Request At Onboarding
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Certificates of currency for public and product liability
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Safety Data Sheets and technical data sheets for each hazardous chemical
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ARTG listings or test summaries for disinfectants where claims apply
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GECA licence numbers and scope for any certified lines
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Dangerous goods declarations and delivery controls where relevant
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Training outlines, attendance templates, and user guides
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Business continuity plan and recall procedure
Red Flags To Watch For
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Safety Data Sheets older than 5 years or missing mandatory sections
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Label claims that do not match TGA status or test evidence
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Frequent substitutions without prior approval
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No batch traceability for concentrates or disinfectants
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Delays in providing insurance certificates or client references
How CWS Supports Compliant Procurement
CWS focuses on making compliance routine rather than a scramble. From day 1 you receive a structured evidence pack including Safety Data Sheets, technical data sheets, insurance certificates, and TGA or test documentation for applicable products. GECA certified lines are available across common categories so you can meet client sustainability criteria without changing your workflows. If a disinfectant formula or label changes, updated documents are pushed to your nominated contact and portal immediately.
We Build Training Into Mobilisation
Your teams receive toolbox talks on dilution, contact times, PPE, and safe storage, plus laminated wall charts and QR links to micro videos. Supervisors get attendance templates and checklists so training is recorded for audit. When you open new sites, CWS can stage deliveries and pre label decanting bottles with compliant secondary labels to remove guesswork.
We Also Solve Supply Resilience
CWS holds depth on critical SKUs, publishes standard lead times by region, and provides clear substitution rules that preserve regulatory status. If a manufacturer recall occurs, you receive proactive notice, replacement options, and a client facing bulletin template that lists actions and contact points. That level of support keeps your contracts stable through the unexpected.
Implementing The Evaluation In Your Business
If you are starting from scratch, run a rapid 30 day programme. Week 1 is a document sweep of current suppliers to identify gaps. Week 2 is a short tender or request for information to confirm regulatory and operational fit. Week 3 is on site validation for your 2 preferred suppliers. Week 4 is a final score and pilot run at a small cluster of sites. Keep the checklists you used as attachments to your approval memo, then roll the winner to the wider portfolio with an agreed review after 90 days.
For teams with an established panel, schedule a light touch audit each quarter. Begin with high risk items such as disinfectants and concentrates. Verify that Safety Data Sheets are current, that labels are intact and legible, and that contact times match the instructions on the wall charts. Then sample invoices against contracted pricing to confirm billing accuracy. Ask supervisors for feedback on delivery reliability and product performance. Feed the results into your quarterly business review with the supplier and close any actions inside 30 days.
When your clients ask for more, raise the bar with clean documentation and clear narratives. Show the 4 pillars, the 2 checklists, and the red flags you have actively controlled. Demonstrate GECA adoption where available, TGA compliance where required, and WHS training that is recorded and refreshed. This is the language of risk management that facility managers and auditors expect.
Final Thoughts
Supplier compliance is not a one off task. It is a system you can build with clear pillars, practical checklists, and disciplined reviews. When your supplier does the heavy lifting on documents, training, and logistics, your teams spend more time cleaning and less time chasing paperwork.
CWS makes this easy. With a compliant product set, fast access to documents, training built into mobilisation, and dependable delivery, you can meet client standards and reduce operational risk across every site you manage.
FAQs
Which certifications should I prioritise when shortlisting wholesale cleaning suppliers?
Prioritise the certifications that map to your clients and highest risk products. For chemicals that claim disinfection, ensure Therapeutic Goods Administration status is correct and documented. For general cleaners, ask for GECA certified lines where available to support health and environmental goals. Always verify that Safety Data Sheets comply with Australian format and that labels meet GHS requirements.
How often should I refresh supplier documentation?
Review Safety Data Sheets, insurance certificates, and any TGA evidence at least annually. If a manufacturer updates a formula, branding, or label claims, request updated documents immediately. For large accounts, align the refresh cycle to your quarterly business reviews so gaps are closed quickly.
What is the fastest way to evaluate a new supplier under time pressure?
Use the 2 checklists in this article. Collect company identity, licensing, Safety Data Sheets, TGA status where applicable, insurance, and references on day 1. Then review stock depth, lead times, substitution rules, and business continuity on day 2. If both sets are strong, pilot at a small site before full rollout.
Do I need GECA for every product I buy?
No. GECA is valuable for many cleaning categories and is preferred where available, yet it is not mandatory for every item. Where GECA is not available, set minimum criteria such as low fragrance thresholds, biodegradable surfactants, and recyclable packaging to maintain a consistent health and environment standard.
How does CWS support mobilisation for new contracts?
CWS prepares the compliance pack, labels decanting bottles with secondary labels, stages deliveries to match site handovers, and provides toolbox talks and wall charts. Your teams receive a clear product map, dilution instructions, and contact times, plus portal access for documents and reordering.
What should I do if a disinfectant claim on a label looks different to the document provided?
Pause distribution of that batch and request clarification. The supplier should confirm TGA status or test evidence and provide corrected documents if an error exists. Record the incident, notify affected sites, and replace the product if required. CWS issues client ready bulletins and replacement plans if any discrepancy appears.
How can I prove compliance to a client auditor in a site visit?
Keep a printed folder or digital binder with Safety Data Sheets, technical data sheets, insurance certificates, and disinfectant evidence in the site office or portal. Ensure decanted bottles have compliant secondary labels and that wall charts match the current products and contact times. Show training attendance logs for toolbox talks conducted in the last 12 months.
What are the most common red flags when onboarding a supplier?
Out of date Safety Data Sheets, mismatched label claims, frequent unapproved substitutions, and slow document turnarounds are the big 4. If you see them early, either fix quickly with clear rules or move on. Your operational risk and brand rely on getting this right.
Can I negotiate better pricing without losing compliance quality?
Yes. Use forecasting to help the supplier hold depth on your critical lines and commit to standard lead times. Agree a price review calendar and a transparent index for any increases. Retain quality controls such as batch traceability and training support in the base service model.
Why choose CWS over a generic wholesaler?
Complete Wholesale Suppliers combines compliance discipline with predictable service. You receive complete documents on day 1, GECA options for core categories, training that is easy to record, and reliable delivery with clear substitution rules. If anything changes, you are notified early with replacement options and client facing communications.