For your team/Role 04/Quality & Compliance

Audit on Thursday. Who’s getting the file ready?

In most pest-control companies, whoever is free. Often the owner, at 11 at night. Few companies have a compliance person. The work lands on the owner, the office or ops, until the company is big enough to hire a quality lead. UPGEAR keeps the records on each visit, so whoever it lands on can answer.
How big is your team? Pick one. We’ll show who usually ends up answering the auditor.
ANSWERS THE AUDITOR
RahulOwner 4OF 7 AUDIT QUESTIONS Trap readingsFixesReport checksEdits Also handles sales, hiring, collections
NehaOffice & accounts 3OF 7 AUDIT QUESTIONS LicencesChemicalsPest file Also handles billing, Tally, the phones
Nobody here has “quality” in their title. Rahul and Neha do it after the day’s work is done.
See what the auditor asks ↓
THE AUDITOR’S SEVEN QUESTIONS

Where does your team go to find the answers?

Auditor asked. I opened the visit.
— Deepa · quality
A client audit asks these seven things at almost every site. Watch where each answer is kept today, then where it is in UPGEAR.
THE AUDITOR ASKS
01 “Show me the licence of every technician who came.”
02 “Which chemical did you use here, and which batch?”
03 “Show me three months of trap readings.”
04 “You found a gap under the shutter. Was it fixed?”
05 “Who checked this report before it came to us?”
06 “Send the full pest file for this site.”
07 “Was anything changed after the visit?”
WHERE IT’S KEPT TODAY
A folder on Neha’s desktop0/2 Scanned licences and old certificates.
Neha digs it out
The stock register0/1 Says what was issued. Not where it was used.
Neha digs it out
Technicians’ phones and a WhatsApp group0/1 Photos mixed in with 400 messages of chat.
Rahul digs it out
One line in last month’s report0/1 Nobody was asked to follow it up.
Rahul digs it out
Nowhere0/2 It was never written down, so there is no answer.
Following the answers…Rahul does most of the digging, usually the night before the audit. What if Rahul is away that week? ↓
WHEN ONE PERSON HOLDS IT ALL

Rahul is on leave the week of the audit.

Which of the seven questions can the rest of the team still answer without calling him?
Rahul · OwnerUSUALLY ANSWERS 4 OF THE 7 Press the button and see who the auditor ends up calling. QUESTIONS THE TEAM CAN STILL ANSWER 7/7
01 “Show me the licence of every technician who came.”NEHA HANDLES IT Not affected by the leave.
02 “Which chemical did you use here, and which batch?”NEHA HANDLES IT Not affected by the leave.
03 “Show me three months of trap readings.”USUALLY RAHUL Today: technicians’ phones and a WhatsApp group.
04 “You found a gap under the shutter. Was it fixed?”USUALLY RAHUL Today: one line in last month’s report.
05 “Who checked this report before it came to us?”USUALLY RAHUL Today: nowhere.
06 “Send the full pest file for this site.”NEHA HANDLES IT Not affected by the leave.
07 “Was anything changed after the visit?”USUALLY RAHUL Today: nowhere.
STAYS WITH THE VISITLicences, batches, trap readings, photos, signatures, open fixes and every edit. The technician records them on site, so they don’t sit in anyone’s phone.
STILL NEEDS A PERSONSomeone has to review reports and decide a fix is good enough. UPGEAR holds those in a queue until they do. It doesn’t decide for them.
TWO THINGS THAT GO WRONG IN AN AUDIT

You found a gap in March. In May, is it still open?

Each finding keeps its photo, an owner and a due date. It stays open until a later visit checks it and closes it, so an old finding can’t quietly disappear.
Open until a later visit checks it.The photo sits inside the finding.
REAL UPGEAR SCREEN · DEMO WORKSPACE · SAMPLE DATA · /INSPECTION/DETAILS/3318
BEFORE YOU DECIDE

Bring the questions from your last audit.

We load one of your sites and a quarter of its visits, then answer those questions from the record. Bring whoever handles audits at your company.
ASK YOUR TEAM FIRST Quick check on audits. Right now: •Rahul handles trap readings, fixes, report checks, edits•Neha handles licences, chemicals, pest file If Rahul is away during an audit, who finds the trap readings? Send on WhatsApp ↗
WHAT UPGEAR WON’T DO
Certify youWe aren’t an audit body. Your auditor decides what passes.Judge the workIt shows a fix is open or a report is waiting. A person decides it’s good enough.Renew licencesIt shows each licence and its expiry. Filing the renewal is still up to you.
Book a 1-hour demo → How visit proof works →
Seven questionsWhere does each answer live?Suresh · Owner