4 ways to automate a pest control check

Liam Jones

Liam Jones

Founder, Pilla App

Date Modified

26 May 2026

I'm Liam Jones, founder of Pilla and a qualified management consultant. I've helped hundreds of businesses set up workflows, and in this article I'm going to show you four real examples of how to set up your pest control check. I'll start from the simplest and then add some more powerful options. You can open up each template in our workflow builder playground as a starting point and experiment for yourself. If you have any suggestions or you need some help, you can email me directly.

Key Takeaways

Article Content

#1 - Simple check

Who it's for: Single-site kitchens that run their own pest checks between contractor visits and want the check on a phone.

What it is: A pest control check is a regular inspection for signs of pest activity. This version is a tick-list of the things to look for, droppings, gnaw marks, insects, intact fly screens and bait stations, entry points, and the bin area, plus a notes field. It's the in-house check that sits between your pest contractor's scheduled visits.

Available on: Basic.

In practice: A kitchen runs the check each morning. The chef walks storage and prep, ticks each item, notes a gap under the back door to seal, and the check is logged. If droppings turn up, the dated record shows exactly when activity started.

Why it works: The list lives on the canvas, so the check covers the same signs every time. The notes field flags activity or entry points to report to the contractor before a one-off becomes an infestation.

Steps included:

  • 1 checklist (7 pest activity checks)
  • 1 notes field

When to upgrade:

  1. Rota staff run the check and don't all know the signs
  2. You want a photo record of anything found
  3. You run several sites and want a signed, comparable check
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#2 - With guidance

Who it's for: Kitchens where the check is run by whoever is on the rota.

What it is: The simple check with a guidance note: the signs to look for (droppings, gnaw marks, insects, smear marks), where pests get in, and the rule that any activity is reported immediately, since one sighting can close a kitchen.

Available on: Standard.

What it adds to the previous template:

  1. Staff know what the signs actually look like
  2. The "report any activity at once" rule is in front of them
  3. The check is consistent whoever runs it

Why it works: The guidance sits with the list, so whoever runs the check knows what they're looking for as they go.

Steps included:

  • 1 guidance note (the signs to look for, report immediately)
  • 1 checklist (7 pest activity checks)
  • 1 notes field

When to upgrade: When you want photo proof of any activity (Pest Control Check #3) or a signed record for a multi-site standard (Pest Control Check #4).

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#3 - With photo evidence

Who it's for: Kitchens that want a photo record of anything found, for the contractor, the EHO, or their own records.

What it is: The guided check plus a photo of any activity, droppings, a gnaw mark, a damaged seal, captured in the check. A photo lets your contractor assess the problem before they visit, and shows an inspector you act on what you find.

Available on: Standard.

What it adds to the previous template:

  1. A photo of any activity, captured at the time
  2. Evidence the contractor can act on remotely
  3. A record that shows you respond to what you find

Why it works: A photo of the actual sign is far more useful than a note, both for getting the right response and for proving you didn't ignore it.

Steps included:

  • 1 guidance note (the signs to look for, report immediately)
  • 1 checklist (7 pest activity checks)
  • 1 notes field
  • 1 photo of any activity

When to upgrade: When the check needs a named sign-off for a multi-site audit (Pest Control Check #4).

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#4 - With photo and signature

Who it's for: Multi-site groups where each site's pest checks have to be checkable from head office.

What it is: The photo check plus a signature confirming the check was done. Together with your contractor's records, it shows a continuous picture of pest control across every site.

Available on: Standard.

What it adds to the previous template:

  1. A signature confirming the check was completed
  2. Named accountability for each site's checks
  3. A complete record (checks, photo, signature) alongside the contractor's

Why it works: A signed, photo-backed check is the in-house half of your pest control, and it's what shows an EHO you monitor between contractor visits rather than relying on them alone.

Steps included:

  • 1 guidance note (the signs to look for, report immediately)
  • 1 checklist (7 pest activity checks)
  • 1 notes field
  • 1 photo of any activity
  • 1 signature

When to upgrade: When you want Poppi to flag found activity to the manager and the contractor, or pull every site's checks into one report. Those versions are coming in the next post update.

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How to pick the right version

You don't need to know our product to choose. Just answer three questions.

Is it always you checking, or do other people do it too?

If you check yourself and know the signs, a plain list is enough. The moment rota staff check, the signs need to be on the screen. If only you check, #1 is fine. If anyone else does, start at #2.

Do you need a photo, or is a note enough?

A note tells you something was found. A photo lets the contractor act and proves you responded. If a note is enough, stop at #2. If you want evidence, #3 adds a photo.

Does it need signing off?

In one kitchen, the record speaks for itself. Across sites, head office wants to know who checked. If no sign-off is needed, #3 is enough. If you run more than one site, #4 adds a signature.

Related reading

Frequently asked questions

What does a pest control check involve?

Looking for the signs of pest activity, droppings, gnaw marks, smear marks, live or dead insects and rodents, and checking your defences, fly screens, traps, bait stations, and entry points like gaps and broken seals. It's an in-house check that runs between your pest contractor's scheduled visits.

How often should I check for pests?

Daily is good practice in a food business, usually as part of the opening or closing walk-round, with a closer look in storage and waste areas. Pests can establish quickly, so a daily logged check catches activity early, when it's cheap to deal with.

Does this replace a pest control contractor?

No. You should still have a professional pest contractor with scheduled visits and bait-station servicing. This check is the in-house monitoring between visits, the thing that catches a new problem on day one rather than at the next quarterly visit.

What should I do if I find pest activity?

Record it (a photo helps), tell your manager and pest contractor immediately, and remove the attraction, food, water, or shelter, where you can. One sighting can lead to a closure, so fast reporting and action is what protects you.

Where to go next

Pests are one of the fastest ways to lose your rating or close your doors, and the signs are easy to miss if no one's looking. A daily, recorded check catches activity early and shows an EHO you monitor between contractor visits. The versions above move from a simple list to a signed photo record.

Five more versions are coming in the next refresh that bring AI into the check. Poppi can flag found activity to the manager and contractor and pull every site's checks into one report. Those need more review time and will land separately.

ā†’ Build your own pest control check on Pilla. The Basic plan unlocks the simple check today.