Chemical records
Most states require a record of every pesticide application: what was applied, where, how much, by whom, and often the weather. LawnLedger keeps that record on the job it belongs to, lets the applicator write it from the phone, and turns the whole history into the CSV an inspector asks for.
Chemical records are on Starter and up: a record belongs to a job, and jobs start on Starter. Recording takes the Record Chemical Applications permission; the field roles have it. Reading and exporting takes View Chemical Records.
At a glance
- Record one: open the job, Mission tab, Record application - or from the crew app on the job.
- The register: Chemical Records in the sidebar, filtered by date, property and product, with Download PDF and Export CSV.
- Printable record: Download record on the job, or Download PDF on the register - a page with a sign-off line for the applicator.
- Your product list: Settings → Operations → Chemical products.
- Retention: by your state, seven years where we have no figure. Only the owner can delete a record, and only in its first week or after its retention ends.
What a record holds
| Field | Why it is there |
|---|---|
| Product and EPA registration number | Copied from the product list at the time, so a product renamed later leaves the record alone |
| Applied at | The date and time, to the minute |
| Rate, amount applied, area treated | In the units on the label - “oz/1000 sqft”, “lbs”, “sq ft” or acres |
| Site, method, target pest | Lawn, beds, trees and shrubs; spray, granular, drench, injection |
| Applicator and licence | The person who applied it, and their licence number. Left blank, the licence is the company’s pesticide licence from Settings → Company → General |
| Weather | Temperature, wind and rain for the hour of the application, filled in by LawnLedger from the property’s location when the time is within the last day. “Weather not captured” means it could not be |
| Notes | Anything the label or the state wants noted |
Recording an application
Pick the product
Choose from your product list. The default rate fills in. A product not on the list yet can be typed in - name and EPA registration number - and added to the list later from Settings.
Enter the quantities
Rate, amount and area, each with its unit. The unit is kept exactly as you type it.
Set the time and the applicator
The time defaults to now. The applicator is you; the licence is the company’s unless you type your own.
Record
The record lands on the job, on the register, and on the customer’s portal page for that visit as a treatment notice with the re-entry interval.
From the crew app
On the job, Chemical applications → Record. With no signal the record waits on the phone and goes through when signal returns, like a clock-in. See Working offline.
Correcting and deleting
Anyone who can record can correct a record; the audit log keeps what it said before. Deleting is for the owner only, because the record is the legal proof of what was applied, and it is a soft delete - the row is kept.
A record can be deleted in its first week (a wrong job, a duplicate). After that it is held until its retention ends - the years your state requires, counted from the day of the application - and a delete is refused with the number of years named. Correct it instead.
The register and the export
Chemical Records lists every application across the business, newest first. Filter by a date range, a property or a product. A date range reads days as your business’s calendar days, so an application at 7 pm on the 30th is on the 30th.
Download PDF is the record an inspector can be handed: each application with its EPA number, rate, area, re-entry interval, weather and applicator; a line saying how long the records are kept; and a sign-off block with your business, your pesticide licence and its expiry, the applicators, and a line to sign and date. Download record on a job prints just that visit. It is in English or Spanish by your business language.
Export CSV carries the same facts for a spreadsheet: the columns follow the state application forms - date and time, customer, site address, product, EPA number, target pest, method, rate, amount, area, applicator and licence, temperature, wind and rain. Times are in your business’s timezone. The file opens cleanly in Excel. A PDF stops at 5,000 rows; narrow the dates, or use the CSV.
State rules differ on retention (two to seven years) and on what the customer must be told. LawnLedger uses the figure for the state in Settings → Company → General where it has one, and seven years, the longest, where it does not. The register says which number it is using. Confirm yours with your state’s department of agriculture.
Telling the customer
On the customer’s portal page each visit shows what was applied and the re-entry interval, as it was on the day: the interval is copied onto the record, so editing the product later does not change what a customer was told.
You can also have LawnLedger tell the customer itself. Turn on Send customers a treatment notice under Settings → Operations → Chemical products. When a visit that has chemical records is completed, the customer gets one email and one text, in their language: what was applied, and to keep people and pets off the treated area for the longest re-entry interval among the products - or “until the treated area is dry” when none states one. Customers who unsubscribed do not get it. It is off until you turn it on, and switching it on never texts about visits that were already recorded.
The notice goes when the visit is completed. Records added afterwards are not announced.
The product list
Settings → Operations → Chemical products holds what the crews pick from: name, EPA registration number, active ingredient, signal word, re-entry interval, a default rate, and whether it is a restricted-use pesticide. A product is switched off rather than deleted, so old records keep their link.