A vent count is only part of the scope
Supply openings, return grilles, separate air handlers and restricted access can change the work. Write down what was surveyed and what remains unconfirmed rather than treating every house as the same package.
Software for duct cleaning owners
Know the scope before the hose comes out.
A duct-cleaning visit begins with access, not equipment. The owner needs to know which systems are included, where the returns sit and what the customer expects. Keep the agreed work beside the property, crew schedule and invoice so an awkward access point does not become a forgotten charge.
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The everyday details
You know the work.
The admin adds up.
The person booking may not provide access
A property manager may approve the work while an occupant holds the key. Keep billing contact details separate from arrival instructions, parking arrangements and the rooms the crew can enter.
Findings need a measured explanation
Visible debris, a damaged grille or an inaccessible section can prompt questions. Record observations and the work completed without promising air-quality results, medical benefits or specialist inspection conclusions.
How Microtra helps
Keep the business connected.
Use the tools that fit your day, with your records ready on your phone or on the web.
Connect the visit to its property
Use customer details and linked property records for the address and service context. Keep notes about access panels, ceiling height and the approved areas close to estimates and previous invoices.
Explore this featureQuote the actual system scope
List agreed supply and return cleaning, access work and optional components as separate estimate items. Describe exclusions clearly, including repairs or testing you are not providing, before the customer accepts the work.
Explore this featureGive the crew a usable plan
Create the job with tasks for preparation, cleaning and cleanup. Assign staff and place the visit on the schedule, leaving realistic room for equipment setup and moving hoses through the building.
Explore this featureKeep operating costs with the work
Record filter purchases, protective sheeting, disposal and other expenses with receipt photos. Review job costs alongside billed work instead of assuming a full appointment book means the business is covering its spending.
Explore this featureAccount for the crew?s working time
A long equipment setup can consume labor before the first opening is cleaned. Add staff time to the job manually or with the timer, then review the entries alongside the service scope. Use that record when planning similar properties so travel preparation, protection and cleanup receive attention in your own pricing method rather than being remembered only after the visit.
Explore this featureA day in the life
From the first quote to paid.
Confirm the survey
Ask which areas and systems the customer wants included. Note uncertain counts and arrange a site check when the proposed scope cannot be settled from the initial conversation.
Prepare for arrival
Review the address, contact and parking notes. Add protection and access tasks so the crew knows what must happen before the vacuum equipment is set up.
Document changes
If a return is blocked or extra work is requested, pause to agree the change. Update notes and the priced scope while the reason is still clear.
Finish the paperwork
Explain what was cleaned and what could not be reached. Share the invoice PDF from your device and record payment received through the method you already use.
Your words
Find your way around.
Choose Cleaning when you set up Microtra and these are the labels you start with. Change them, and the tools you use, any time in Modules & terms.
- Your work
- Job
- Your customer
- Customer
- Your records
- Properties
Room to get started
Plans from $5.99/month.
Start with a 14-day free trial. No card needed. Compare plans to find the tools and invoice allowance that fit your business.
Your business. Your next step.
Try Microtra on your phone and on the web. Review plan details before choosing the right fit.
Compare plansA few useful answers
Questions from duct cleaning owners.
What setup fits an air duct cleaning business?
Cleaning provides Job, Customer and Properties as the starting terms. Property records can hold service context for repeat work without making the software a duct survey or inspection system.
Can Microtra calculate duct dimensions or airflow?
Microtra does not calculate duct layouts, airflow or cleaning specifications. Use appropriate trade tools and professional judgment for technical decisions, then record the agreed commercial scope in the estimate.
How should I describe an estimate with uncertain access?
Identify the work you can confirm, list exclusions and explain what needs checking on site. Revise the estimate with the customer when the access survey changes the proposed work.
Can I manage cleaning supplies here?
Stock starts off in the Cleaning setup. Enable it in Modules & terms before using stock locations, saved supply items or purchasing records for your business.
Guides
Keep exploring
More for your business.
House cleaning
Keep house cleaning estimates, property notes, scheduled visits and invoices together. Run first cleans and regular home visits with Microtra.
Explore industry guideWindow cleaning
Keep window cleaning quotes, property details, visits and invoices together. Run residential and commercial work with Microtra on phone and web.
Explore industry guideHow to write an invoice a client can understand
Write a clear invoice with business and client details, useful line items, totals, payment instructions and a repeatable check before sharing it.
Read the guideSoftware for small business
Unleash your potential.
You do the work. Microtra gives you the software to run the business. Start your 14-day free trial. No card needed.
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