Photo reports that land in the inbox, from a domain that is yours.
A duct cleaning company's best document is the before and after report, and it is useless in a spam folder. A dozen photos attached to mail from a free address is exactly what filters block. Your email has to come from your own domain, authenticated, with inboxes the company keeps.
The report, the invoice and the manager's work order all travel by email
Think about what this trade sends. Photo reports with large attachments. Invoices. Pre-listing receipts a realtor forwards to a buyer. Work orders and per-unit reports from property managers. Handoffs to and from an HVAC partner. Attachment-heavy mail from a free address with no authentication records is the pattern spam filters were built to catch, and a report that never arrives earns no review and no referral.
Accounts are the second problem. A property manager's work orders go to whatever address was on the card, and when the tech who handed over that card leaves, the account goes dark until the manager calls to complain. A shared mailbox the office reads, filed to the account in the CRM, keeps that relationship with the company.
The third is plain trust. A homeowner choosing between a coupon company and you looks at the sender line on the invoice and the report. An address on your own domain reads as a business that will still exist when the dryer vent is due again.
What business email for a duct cleaner has to do
Deliverability first, shared inboxes second, records third.
Send from your domain with the records in place
The records that tell Gmail and Outlook the message is really from you (SPF, DKIM and DMARC), configured on your domain and checked from every sender, so a report with twenty photos still arrives.
Deliver photo reports as links, not attachments
The CRM sends the report as a page link with a small preview, which passes filters, loads on a phone and never bounces for size.
Give accounts a shared inbox
A single address for property managers and realtors, read by the office, with every work order and per-unit report filed to the account in the CRM.
Keep invoices traceable
Invoices sent from the CRM through your domain with open tracking, so you know whether the landlord saw it before you chase the payment.
Keep the mailbox when the tech goes
Company mailboxes for techs, forwarded to the office and archived on departure, so a manager's thread does not leave in someone's pocket.
How we set up email for a duct cleaning company
Hosted email in your own account, with us as an administrator you can remove at any time.
Your domain and your account
Google Workspace or Microsoft 365 opened in the company's name on the company's card, with your own admin login, and ours as a secondary you can revoke.
Authentication tested end to end
The SPF, DKIM and DMARC records set, then tested from the CRM, the office mailbox and a tech's phone, so every sending path passes.
Shared inboxes for office, accounts and reports
Office, accounts and reports addresses that the whole team can read, with the CRM filing each message by customer and by property so no one hunts for a thread.
Templates for the daily messages
Booking confirmation, the photo report cover note, the dryer vent safety note and the realtor's pre-listing receipt, each short and ready to send.
Migration from the free address
We import the old mailbox, forward the free address for a year, and change the address on every listing, form and invoice template.
What you own on day one.
Every account is opened in your company's name with you as the owner. If you ever leave, you change a password, not your business.
- Domain, hosting and the site files
- Phone numbers and call recordings
- The CRM and its database
- Email and text lists, with consent records
- Google Business Profile and every listing
- Analytics and Search Console
Business Email for air duct & dryer vent cleaning, answered.
Why do our photo report emails go to spam?
Large attachments from a free address with no authentication is the usual reason. Sending from your domain with the records in place and the report as a link fixes most of it.
Can't we keep using the Gmail address that's on the truck?
You can keep it forwarding. The address customers and managers write to should be on your domain, because the free one belongs to whoever created it, not to the company.
Google Workspace or Microsoft 365 for a duct cleaning company?
Either. Google is simpler for a crew on phones; Microsoft fits an office already living in Outlook. Both run in your account, and we help you pick based on what your people use now.
Do property managers care what address we use?
Their accounting systems and vendor portals often do: a domain address and a consistent accounts mailbox make it easier to be set up as a vendor and paid on time.
Business Email for air duct & dryer vent cleaning. Owned by you.
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