Workflow Template
Pest treatment service record Workflow
Captures a pest treatment service record from the technician's form, emails the customer the treatment summary, follows up 14 days later to check whether pests are resolved, and routes to a re-treatment task or a resolved thank-you email based on the customer's response.
Pest control jobs often end at the invoice, leaving no consistent way to confirm the treatment actually worked or to follow up on warranty claims. This workflow captures the technician's service details from a form, emails the customer a full treatment summary, checks back in 14 days later on whether pests are gone, and routes the record to a re-treatment task or a resolution thank-you based on the customer's reply. Technicians submit the initial job details and, if needed, complete the re-treatment task; customers respond through emailed forms with no account required.
Business Outcomes
- Reduces missed follow-ups by automatically checking in with every customer 14 days after treatment
- Speeds up re-treatment turnaround with a task that's automatically assigned when a customer reports ongoing pests
- Improves record-keeping with a full timeline of products used, application details, and warranty terms per job
- Cuts manual admin time spent writing treatment summary and follow-up emails
- Makes warranty and safety information easy to reference later from a single record
Workflow Steps
Steps
- 1Create Pest Treatment Recordcreate record
Registers the submitted service form as a pest treatment record.
- 2Set Status to Treatedupdate record
Marks the record status as Treated after the service is logged.
- 3Email Customer the Treatment Recordsend email
Sends the customer a summary of the treatment including pests, areas, products, re-entry time, safety advice and warranty.
- 4Wait 14 Days
Pauses the workflow for 14 days before checking in with the customer on the treatment outcome.
- 5Ask Customer If Pests Are Gonerequest external input
Emails the customer a short form asking whether the pests are resolved or still present, and waits for their reply.
- 6Route on Pest Status Check
Routes to re-treatment or resolution handling based on the customer's response.
pest_status_check: "Still seeing pests"→Set Status to Re-treatmentpest_status_check: "Resolved"→Set Status to ResolvedDefault→End - 7Set Status to Re-treatmentupdate record
Marks the record status as Re-treatment because the customer reported still seeing pests.
- 8Assign Re-treatment Taskcreate task
Creates a task for the technician to perform a re-treatment within 3 days, showing the customer's comments and recording the work done.
- 9Save Re-treatment Details to Recordupdate record
Persists the technician's re-treatment notes and products used to the record.
- 10Email Re-treatment Summarysend email
Sends the customer a summary of the re-treatment that was carried out.
- 11Set Status to Resolvedupdate record
Marks the record status as Resolved because the customer confirmed the pests are gone.
- 12Email Thank-Yousend email
Sends the customer a thank-you email confirming resolution.
Fields
- Technician Name*
- Technician Licence Number*
- Customer Name*
- Customer Email*
- Customer Mobile*
- Site Address*
- +14 more fields
Forms
Pest Treatment Service Record
15 fields
Data Views
Pest Treatment Records
customer_name, site_address, treatment_date, pests_treated +2 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
How do I set up this workflow for my pest control business?
Publish the template as-is and it's ready to run — your technicians start submitting the service form straight away. You can adjust the form fields, email wording, or the 14-day wait period using the workflow editor or by describing the change in plain English.
What information does the technician need to submit?
The technician fills out a form with customer and site details, pests and areas treated, products used with active ingredients and quantities, application method, re-entry time, safety precautions, warranty period, and photos. This becomes the pest treatment record the rest of the workflow runs from.
How does the customer receive the treatment summary?
Once the record is created and marked Treated, the workflow automatically emails the customer a summary covering pests treated, areas, products used, re-entry time, safety advice, and warranty period. No action is needed from your team to send this.
What happens during the 14-day follow-up?
The workflow pauses for 14 days, then emails the customer a short form asking whether pests are gone or still present, with space for comments. The workflow waits for their reply before deciding the next step.
What happens if the customer says pests are still present?
The record status changes to Re-treatment and a task is created for the technician, showing the customer's comments. The workflow waits for the technician to complete the re-treatment and record their notes and products used before it moves on.
What happens if the customer confirms the pests are resolved?
The record status is set to Resolved and the customer automatically receives a thank-you email confirming resolution. No further action is needed from your team at that point.
Can I customise the follow-up questions or timing?
Yes. You can describe the change you want in plain English, or edit the steps directly in the workflow editor, including the wording of the follow-up form or the number of days before it's sent. Earlier versions of the workflow are kept, so you can review what changed.
Who is involved in running this workflow day to day?
Technicians submit the initial service form and complete the re-treatment task if one is needed. Customers respond through emailed forms without needing an account, and workspace members can track record status and activity from the dashboard.
How do I track the status of a pest treatment job?
Each submission becomes a record with a reference number, a status such as Treated, Re-treatment, or Resolved, and a timeline showing what happened at each step. Table views and dashboards let you see all records grouped by status at a glance.
Does this workflow help with compliance record-keeping?
The workflow records details like products used, active ingredients, re-entry times, safety precautions given, and warranty period on each record's timeline. Each business should confirm its own regulatory and licensing obligations, as this workflow does not determine compliance on its own.
Ready to use this workflow?
Create a free account and customise this workflow for your business.