Air Duct Cleaning Software

Air duct cleaning jobs are easy to book badly. The customer calls for a price, someone gives a number based on a guess about the house, and the crew arrives to find twice as many vents, a second furnace in the attic, and a dryer vent that runs thirty feet to the roof. The job runs long, the price does not match the work, and the next appointment starts late.

Roll On Call is a field service CRM that helps the office record the right details at the start and keep them attached to the job. Staff keep customer records and service addresses, create jobs with scope and notes, schedule and assign crews, and send each technician a text message with the job details. After the visit, staff mark the job complete and send the invoice, and the job stays on the customer's history.

The rest of this page covers how a duct cleaning company can use that workflow day to day, with examples of the details worth recording.

Texts to technicians and customers go out from your business number on Team and Pro, which include integrated phone and SMS with one included number. Solo does not include integrated phone or SMS, so a Solo owner works from the job record and calls or texts from their own phone.

Most duct cleaning prices depend on a handful of facts: the size of the home, the number of supply vents and return grilles, the number of HVAC systems, and add-ons like dryer vent cleaning or sanitizing.

If the customer wants to think it over, the job is already there when they call back, and the person who answers does not have to start from scratch.

When the crew finds something different on site, such as extra vents in a finished basement, they can call the office, and staff can update the scope and notes before the price is settled. The record then shows both what was quoted and what was found.

Duct cleaning crews need to reach the equipment and often the attic or crawlspace, and many use truck-mounted or large portable machines with long hoses. The details that slow a job down are usually about access: an attic hatch inside a bedroom closet full of clothes, an air handler behind stored boxes, a crawlspace entrance outside under a deck, or no place to park a truck close to the front door.

Staff can record these details on the customer or the job. If the customer has to move items or arrange parking, the office can remind them when confirming the appointment.

Because the notes stay with the service address, they are there for the next cleaning too. Ask the customer if anything has changed before relying on them.

People book duct cleaning for many reasons: they just bought the house, they finished a renovation, someone in the home has allergies, they noticed dust around the vents, they smelled something musty, or a baby is on the way. The reason matters because it shapes what the customer expects from the visit.

If the customer mentions a health condition, record only what they want shared and what the crew needs.

Your technicians decide what work is actually needed and explain it to the customer. The note simply makes sure the customer's concern reaches the person doing the job.

Duct cleaning jobs vary from a two-hour condo to a full day on a large house with two systems. Placing them well depends on knowing the scope before choosing the slot.m.m. appointment across town.

In Roll On Call, staff put each job on the schedule and assign it to a crew. The dispatch view shows each day's jobs and assignments, so the person booking can see which crew has room and roughly how full the day is. Because the scope is on the job, the dispatcher can tell at a glance which bookings are long.

When a job runs over or a customer cancels, the dispatcher moves the affected jobs and reassigns them as needed. Everyone in the office sees the updated schedule, so the next caller is offered a slot that is actually open.

Many duct cleaning companies also clean dryer vents, and some offer sanitizing, coil cleaning, or filter replacement. These add-ons are often agreed on the phone or added by the technician on site, and they are easy to lose track of when the invoice is written up later.

Staff can list each add-on in the job scope when it is booked. If the technician recommends something on site and the customer agrees, the technician calls or texts the office and staff update the job before it is closed.

Some add-ons are better as separate jobs. If the technician finds a dryer vent that needs repair rather than cleaning, a new job at the same address keeps the follow-up visible and lets the office schedule it properly.

Apartment complexes, rental owners, and property managers can be steady customers, often booking cleanings between tenants or on a building-by-building plan. The challenge is keeping track of which units were done, when, and who let the crew in.

When the property manager calls to ask whether unit 2A was cleaned last year, staff can answer from the record instead of searching through invoices.

Once a job is assigned, Roll On Call can send the technician a text with the customer's details, the service address, the job scope, and the notes staff select. For duct cleaning, a helpful message includes the vent and return counts, where the equipment is, attic and crawlspace notes, parking, pets, add-ons, and the arrival window.

Read the message before sending it. Some offices also call the first crew of the day to confirm their schedule.

When the work is finished, an authorized staff member marks the job complete and sends the invoice. If the scope changed on site, update the notes at the same time so the record matches what was done and what was charged.

This gives the office a clear end-of-day list of finished jobs and jobs still waiting on payment. Your business collects payment the same way it does now; the recorded status simply makes follow-up easier.

Duct cleaning is not a monthly service, so most repeat business comes years apart. That gap is long enough for paper tickets to disappear and for staff to change. Keeping the history on the customer record means the visit from three years ago is still there.

A sensible practice is to review older completed jobs a few times a year and decide which customers to contact. Staff can look through the records and call or email customers whose last cleaning was a while ago. When one of them books, a new job at the same address keeps the history in one place, with last visit's vent count and access notes ready for review.

Contractors and home builders sometimes hire duct cleaners after a renovation or before a new owner moves in. These jobs often come with a site contact who is not the homeowner, a lockbox, and a deadline tied to a closing or a final walkthrough.

Duct cleaning is quote-driven work, so the features that matter most are the ones that keep the quoted scope and the finished job on the same record. In Roll On Call, the office builds an estimate with the vent count, number of systems and add-ons such as dryer vent cleaning or sanitizing. When the customer approves, the estimate converts into a job, and the job carries that scope to the crew and on to the invoice.

• Customer and service location records hold square footage, system count, equipment location and attic or crawlspace access between visits.
• Estimates, jobs, invoices and Stripe card payments are on every plan, so the price the customer approved and the amount they paid sit on one record.
• The Smart Website Widget lets homeowners request a duct cleaning price from your website, and each request arrives in the CRM as a lead.
• Team and Pro add a dispatch board with live technician location, restricted technician accounts for crew members, and integrated phone and SMS with one included number.
• Pro adds advanced reports and permissions, which helps a company that runs several crews compare completed and paid work by period.

A one-truck operator usually starts on Solo, which covers customers, jobs, scheduling, estimates, invoices, payments, the owner app, the widget and a Free Starter Website. Solo does not include integrated phone and SMS, dispatcher seats or technician accounts, so a business that adds a second crew or an office person typically moves to Team.

Roll On Call covers customer records, service addresses, jobs, scheduling, crew assignment, standard job details, and completion, invoices and payments. If your business also depends on online booking, before-and-after photo storage, printed reports, card processing, or automatic reminders, write those down and confirm with our team how each would fit before you switch.

For most duct cleaning companies, the most useful change is getting accurate scope details recorded on the first call and keeping them with the job. That alone tends to make quotes, schedules, and crew days more predictable.