Service reports, termite letters and commercial logbooks that arrive, from a domain you own.
A pest company emails more documents than it realizes: after-visit reports with application details, termite inspection reports to agents and title companies, proposals and logbooks to property managers, renewal notices. Mail from a free address with attachments is what spam filters are trained on, and mail from a departed technician's account is gone.
Pest paperwork has to arrive, and some of it has to be kept
A termite inspection report that lands in a title company's spam folder can delay a closing, and the agent who ordered it will not order the next one from you. An after-visit report with the application details that never reaches the customer leaves you without proof that you told them the re-entry guidance. Email from a free address, or from a domain without the authentication records that prove the sender, is exactly what filters flag, and attachments make it worse. A pest company's mail needs to leave from a domain it owns, with those records in place.
Pest companies also keep records longer than most trades. Application records, commercial logbooks and the correspondence around a complaint may be requested by a state inspector or an auditor long after the visit. If the record went out from a technician's personal address, or the office manager's account was deleted when she left, it is gone. Company mailboxes, shared inboxes for commercial and termite work, and retention the owner controls keep the paper trail with the company.
What a pest company's email has to do
Deliverability first, then shared inboxes, then retention, because the first failure is the one you never hear about.
Send from your domain with the records that prove it
Your company's domain, with sender authentication set up and tested, so title companies, property managers and customers see a verified sender and reports with attachments get through.
Give termite and commercial work their own inboxes
A shared termite address where inspection orders from agents and lenders land, and a commercial address where property managers send service requests and audit paperwork, both readable by the office rather than trapped in one person's mailbox.
Send reports from the CRM through your domain
After-visit reports, renewal notices and proposals go out from the CRM using your domain, with delivery and open tracking, so you know whether the customer saw the report before the next visit.
Keep what a state inspector may ask for
Retention and search across company mailboxes, set once, so correspondence about a complaint, a notification or a commercial contract is still there when it is requested.
Survive technician and office turnover
Every technician and office person has a company mailbox. When they leave, it forwards to the office and is archived, and no customer thread or inspection order walks out the door.
How we set up email for a pest company
Hosted email in an account your company owns; our administrator access is yours to revoke at any time.
Your domain in your account
Google Workspace or Microsoft 365 set up under your company, on your card, with the top admin login in your hands. Our role is a secondary administrator for support, and you can delete it.
Authentication set and tested
The sender records on your domain configured so mail from the office, the technicians and the CRM all passes the checks, then verified with test sends to the major mail providers.
Shared inboxes for termite, commercial and service
Built as shared mailboxes or groups, and the CRM files each incoming message to the matching account so an inspection order or an audit request shows up on the customer record.
Templates for the documents you send every week
Inspection report cover letters, after-visit reports, renewal notices, prep checklists and commercial proposals, each with a signature that carries the license or certification number your state issues, where it issues one.
Migration from the free address
We import the old mailbox and contacts, keep the free address forwarding for a year, and update every listing, form and truck decal to the new one.
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 pest control, answered.
Do we need business email if our technicians mostly text?
Yes. Texts carry reminders; email carries documents. Inspection reports, logbooks, proposals and anything an auditor or a title company needs arrive by email, and those are the messages that have to be deliverable and kept.
Google Workspace or Microsoft 365 for a pest company?
Either works. Google tends to suit a small office that lives on phones; Microsoft suits one already on Outlook. Either way the account is yours, and the choice usually follows whatever the office already runs on.
Why do our service reports go to spam?
Most often the domain lacks the sender records, the mail goes from a free address, or a reporting tool is sending as you without authorization. Setting the records and routing reports through the CRM on your domain clears nearly all of it.
Can an inspector or auditor get records out of it?
Yes. Searchable retention across company mailboxes means the office can pull every message about an account, a notification or a product in minutes and export it as a package.
Business Email for pest control. Owned by you.
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