Operator guide

A defensible hood-cleaning documentation workflow

Good documentation connects the booked scope, field evidence, observed deficiencies, customer delivery, and next service date. It supports the contractor’s work; it does not certify compliance or replace the authority having jurisdiction.

1. Capture the job before dispatch

The booking record should give the crew enough context to arrive prepared and should make the customer-approved scope explicit.

  • Customer, location, kitchen contact, and after-hours contact
  • Cooking equipment and operating schedule
  • Hood, duct, fan, and access details reported by the customer
  • Kitchen closure window, roof access, alarm, key, and lockbox instructions
  • Inspection notice or deadline, attached as provided—not interpreted by software
  • Agreed scope, exclusions, price authorization, and crew assignment

2. Preserve field evidence

Evidence should be attached to the same job—not scattered across personal phones, text threads, and paper notes.

  • Arrival and departure times
  • Pre-service condition photos
  • Protection and containment setup
  • Components accessed and cleaned
  • Post-service condition photos
  • Observed deficiencies or inaccessible areas
  • Customer or site-contact acknowledgment

3. Close the loop

A completed job is more than a paid invoice. The customer needs the work record; the office needs deficiencies and recurring follow-up.

  • Completed work record tied to the original job
  • Before-and-after photos delivered to the customer
  • Deficiencies routed for follow-up without implying repair was completed
  • Next-service recommendation recorded by the qualified contractor
  • Recurring reminder or follow-up task scheduled

How HoodCleaningDispatch supports the workflow

Structured intake

Daniel captures access, timing, system details, urgency, and customer contacts on the first call.

Single job record

Dispatch notes, crew assignment, photos, deficiencies, and customer communications stay connected.

Photo gates

Required evidence can be requested before a job is marked complete.

Recurring follow-up

The qualified contractor’s next-service recommendation becomes a reminder instead of a spreadsheet row.

Put the workflow in one system

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