Service Records for Insurers & Auditors
Audit-ready PDF reports and job photos for every kitchen exhaust and HVAC service.
When an insurer, auditor, landlord or head office asks when the kitchen exhaust or ductwork was last cleaned, you should not have to dig through emails. Every client receives their own client portal, including one-off services. Every job we complete is recorded with a written report and photos, available to download from your portal.
- Dated report for every visit
- Before and after job photos
- 24/7 download from the client portal
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$20 million insuredPublic liability insurance
Team safety & insuranceHSEQ system & Victorian WorkCover
Your service evidenceReports and photos in your client portal
Evidence, not just an invoice
Records for commercial kitchen canopy and exhaust cleaning, filter exchange and HVAC duct cleaning all follow the same format.
Site, date and scope
Each report identifies the site, the service date and the parts of the system that were cleaned or serviced.
Job photos
Photos taken during the service, including before and after photos of canopies, plenums, ducts and fans where accessible.
Notes and observations
Access issues, damaged filters or areas that could not be reached are noted, so you know what may need attention.
Service history
Past jobs stay in the portal, so you can show a maintenance history rather than a single visit.
Ready when someone asks
Insurers
Show when and how the kitchen exhaust was last cleaned when renewing or reviewing a policy.
Auditors & EHOs
Have food safety and maintenance auditors see dated reports and photos on the spot.
Landlords & centre management
Provide tenancy maintenance evidence for leases and shopping centre requirements.
Head office & procurement
Review every site’s history in one place. See the industries we service.
From completed job to useful evidence
Every client receives a portal, including a one-off clean. Reports and photos update as each service is completed, so your maintenance history has a home beyond your inbox.
Find the service
Open your client portal and select the completed job in your service history. The job brings its reports and available photos together.
Review the evidence
Read the scope and observations alongside the photos. Check any access limitations before treating a visit as a record of the entire system.
Keep a report copy
Download the PDF for your maintenance files or forward it to your facilities team, insurer, auditor or landlord when requested.
Coordinate multiple sites
Group portals bring the included sites together. Discuss your portfolio and reporting needs through our multi-site maintenance service.
Know what your evidence covers
A cleaning record describes the work completed on that visit. It is most useful when the site, service date, system components and any access limitations can be understood together.
Before a supplier or insurance review
Check which documents the requesting organisation needs, which systems they relate to and the period they must cover. Tell us about those requirements before booking; acceptance remains with that organisation.
When an area cannot be reached
Read the report observations and discuss the next step with our team. Additional duct access or separately quoted work may be needed; photographs of one area should not be treated as proof of an unseen area.
Common questions
How our service records work.
What is included in a service report?
Each report records the site, the date, the work completed and job photos taken during the service, including before and after photos where they apply.
Can I download reports for my insurer or auditor?
Yes. Completed reports can be downloaded as PDFs from the client portal at any time and forwarded to insurers, auditors, landlords or head office.
Do you issue a compliance certificate?
We provide service reports and photos as a record of the work completed. Whether those records satisfy a particular insurer, auditor or authority is up to that organisation, so check their requirements and let us know what you need.
Can multi-site groups see all sites?
Yes. Group portals show each site’s jobs and reports, so one manager can review service history across every location.
Talk to us about your site
After-hours service across Melbourne and Victoria, with a PDF service report and photos after every visit.