Recurring-route platform + AI receptionist for a Florida pest control operator
Custom field service platform for a Florida pest control operator running 14 trucks across residential + commercial accounts. Recurring-route scheduling, EPA-compliant chemical logging, commercial audit-grade documentation, and AI receptionist for after-hours commercial accounts.
The client
A Florida-based pest control operator running 14 trucks across residential + commercial accounts in the Tampa Bay and Orlando metros. The operation handles ~3,200 active recurring residential contracts (quarterly + bi-monthly cadences), ~140 commercial accounts (food-service, hospitality, multi-family residential property management), and one-off termite + wildlife jobs.
The owner had been running on PestPac since the operation crossed 5 trucks. By the time they came to Xenara, three problems had piled up: routes weren't optimizing well for the dense residential density on the Gulf Coast (technicians were spending an extra 90 minutes a day on drive time), commercial customers were demanding documentation PestPac couldn't produce cleanly (audit-grade chemical logs for restaurant inspections, site-by-site treatment certificates for property management groups), and after-hours commercial calls were going to voicemail — losing emergency rodent-control jobs at hotels and warehouses.
What the operator needed
- Route optimization built for pest control density — accounting for property type, treatment duration, customer access windows, and the parts-on-truck constraint when a technician hits a surprise job.
- EPA-compliant chemical logging — product, EPA number, batch, dose, applied surface, target pest, weather conditions — captured on the truck and exportable to state inspectors on demand.
- Commercial customer audit portal — food-service customers needed inspection-ready logs; property management groups needed site-by-site treatment certificates aggregated monthly.
- AI receptionist for after-hours commercial — 24/7 coverage for emergency rodent-control calls from hotels, warehouses, and property managers, with direct routing to the on-call technician.
- Recurring contract management — quarterly / bi-monthly / monthly cadences, churn analytics, contract renewal workflow, multi-property contracts under one master account.
- Technician mobile app — route navigation, customer + property history, chemical logging, before/after photos, e-signature, offline-first sync for properties with poor cell coverage.
What Xenara built
A custom field service platform replacing PestPac entirely. Built in four phases over 18 weeks, with a pilot crew live by week 8 and full operation cutover at week 14. Same senior engineering team from discovery through the production cutover.
- Custom CRM — every property (not just every customer — properties matter more in pest control), every treatment history per property, every chemical applied, every contract renewal date, ranked by churn risk.
- Route optimization engine — dense-route algorithm tuned for Gulf Coast residential density. Accounts for property complexity (estimated treatment time per property type), customer access windows (gated communities, commercial sites with restricted hours), parts-on-truck inventory, and technician skill (termite vs general pest vs wildlife).
- Dispatch board — live truck positions, daily route view, real-time reassignment when a truck hits a surprise emergency. AI dispatch suggestions surface in the corner — the dispatcher still owns every decision.
- EPA chemical logging — built into the technician mobile flow, not a separate compliance form. Every product application logs product name, EPA registration number, batch / lot, dose, applied surface, target pest, weather conditions, and start/end time. Exports to state inspector format on demand.
- Commercial customer audit portal — food-service customers log in to see inspection-ready chemical histories per location. Property management groups get monthly aggregated reports across all their sites.
- AI receptionist — 24/7 call answering, pest-control-specific intake (residential quarterly inquiry vs commercial emergency rodent call vs termite swarm), instant booking, direct routing to on-call technician for commercial emergencies.
- Recurring contract engine — quarterly / bi-monthly / monthly cadences, auto-scheduling 6 months out, churn analytics flagging contracts at risk (3+ rescheduled visits, customer score drops, payment delays), automated renewal workflow.
- Multi-tier billing — recurring contracts (auto-charged), one-off jobs (on-site card via mobile app), commercial monthly retainers (corporate invoicing), emergency premium pricing.
- Technician mobile app — route navigation with offline-first sync, customer history, chemical logging, before/after photos, customer e-signature, time tracking, supply usage logging.
- Reporting + analytics — utilization per truck per day, revenue per technician, commercial vs residential margin, recurring contract churn rate by cadence, route-optimization wins.
Route optimization for a 14-truck operation saved approximately 1.4 hours per truck per day after the first 4 weeks of tuning — roughly $180k–$220k in recovered productive time across the year.
Results
- 14 trucks on the platform — dispatch board handling daily routing across the full operation.
- ~1.4 hours saved per truck per day — measured against the first 30 days of pre-cutover data. Estimated $180k–$220k/year in recovered productive time at fully-loaded technician cost.
- Two state inspections passed without a flag— chemical-log exports from the platform met Florida Department of Agriculture & Consumer Services audit format on first submission.
- 100% after-hours commercial coverage — AI receptionist handling 24/7 inbound, with emergency commercial calls routed to on-call technician within 90 seconds.
- Recurring contract churn down ~18% in the first 6 months — churn analytics surfaced at-risk contracts earlier, enabling proactive customer-success outreach before cancellation.
- Commercial account portal livefor the operator's top 20 commercial accounts — food-service and property management groups self-serving treatment documentation reduced inbound documentation requests to near zero.
Stack + delivery model
Built on TypeScript + Next.js + Postgres + React Native (mobile). Hosted on Vercel + AWS with offline-first sync for the mobile app. AI receptionist on Anthropic Claude with custom intake script trained on 35 hours of recorded inbound calls. 18-week build from kick-off to full cutover. Same senior engineering team from discovery through production. Ongoing platform retainer covers infrastructure, feature additions, and quarterly roadmap reviews.
Related
“We had outgrown PestPac on commercial accounts — every food-service customer wanted documentation we couldn't pull cleanly. Xenara built around how we actually run routes, and the chemical-log piece alone passed two state inspections without a flag.”