If you spray lawns in Kansas, you give the customer a statement of services after each application and keep a copy. Spray records builds that statement from the job and keeps the records where you can search them. It records the fields Kansas requires on the statement, such as the product, the registration number, the rate, the area, the wind and the applicator.
It is built for Kansas only, and it is in the web app for the owner and admins. The worker and owner apps do not have spray record screens yet, so you fill in each job’s record in the web app.
Check the Kansas Department of Agriculture’s rules for your license; ClippingCash is not legal advice.
1 Enter your license
Go to Settings and open Spray records. Enter your Kansas pesticide business license: License number, Categories (category 3, ornamental and turf, or 3A or 3B, separated by commas), Expires on, and the servicing office’s Office name and Street address. Kansas wants a street address, not a PO box. Click Save license.
The same page lets you choose how later visits of a program print: a Full statement every visit (recommended), or a Short supplemental statement for later visits. The first visit of a program always gets the full statement. A checklist at the top shows what is still missing.
2 Add your products
Open Products from the checklist on that page and click Add product. Enter each one once, as printed on the label: Label name, EPA Reg. No. (or a state registration number, or mark it exempt), liquid or granular, the label rate, the spray volume for liquids, the ingredients and the usual pests. Every record uses these. A product you stop using is archived, not deleted, so old records keep it.
3 Add applicator certification numbers
Open Field workers, click the worker, and use the credential section on their profile. Choose Certified applicator and enter the Certification number, or Registered technician with the Supervising applicator (the KDA registration ID is optional). Add the categories, the Expires on date and the office. A credential that expires within 60 days is flagged.
4 Pick default products for your services
Open Services, edit a service such as fertilizer and weed control, and choose its Products applied. A job for that service starts its spray record with those products. Save them with their own Save button.
5 Record the application on the job
Open the job on the Schedule. A job with products has a Spray record panel. Enter the Area treated (sq ft), the rate and the pests for each product, and the wind speed and direction. If you do not enter wind, ClippingCash tries the National Weather Service reading near the time of the application, and Check weather service again retries it. When no reading exists, click Enter wind and type it yourself.
The panel lists anything missing, with the Kansas rule it comes from, and flags an application below the label rate. Click Save record; the numbers shown are the ones ClippingCash calculated.
6 Deliver the statement
When the record is ready, click Deliver on paper, Handed over or Email statement. View PDF opens it first. Delivering issues the statement and gives it a number such as SOS-000123. The panel shows a deliver-by date, which is 30 days after the application and before the invoice is due.
For email, open the customer and turn on Customer agreed to email statements, choosing How they agreed (verbal, written or email) and the date. Customers who have not agreed get paper. For a customer who agreed, the statement pages are added to the invoice when it is emailed. An invoice always goes out, even if its record is not ready; the record waits on the To deliver list.
Once issued, a statement is read only. To correct it, click Amend and give a reason. You get a new numbered statement and the original stays on file.
7 Find, print and export
Spray records in the menu opens a page with three tabs:
- Statements: search by dates, address, applicator, product, EPA Reg. No., statement number or kind, then Download CSV or Export ZIP.
- To deliver: statements not yet delivered, soonest first. Select several to print each invoice followed by its statement, which also records the paper delivery.
- Requests: Log a request from a customer or from the Kansas Department of Agriculture. ClippingCash sets the due time and Build package makes the ZIP.
How long records are kept
Statements are kept for 3 years after the application, or after the end of the program they belong to, whichever is later. If a customer’s personal data is deleted at their request, their statements are kept until then, because the name and address are part of the record, and then they are removed.