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Build the client report when the job closes
Turn the photos, readings and compliance records from a finished job into a client report, with anything still missing named against its job.
Choose this office job and we build it around your process, systems, permissions and approval steps.
What it costs you now
The job finishes on site and the paperwork starts back at the office. Photos sit against the job, readings and notes sit in the tech's head or a text message, and somebody has to turn all of it into a report the commercial client will accept. The certificates and compliance records are the ones that slip, because nobody notices they were never sent until an audit or an unpaid invoice makes it obvious.
What it does
When a job is marked complete, or the office forwards the material, the agent pulls the close-out evidence together job by job. It matches each photo, reading and field note back to the right job and site, checks them against what that client and that compliance obligation actually require, and reads the timesheets and crew notes for anything missing. It then prepares the client report and any compliance transfer as drafts, and puts the gaps in a separate list with the job they belong to. Nothing goes to a client until the authorised person approves it.
- Job closes The job is marked complete, or the office forwards the photos, readings and notes.
- Evidence matched Every photo and reading is tied back to the correct job and site, and checked against the report and compliance requirements.
- Gaps found Timesheets and crew notes are read for close-out gaps, and anything missing is named against its job.
- Drafts for approval The reports sit in review for the authorised person, and any job with a gap is held rather than sent short.
You ask on site. It answers with the work done.
You ask in WhatsApp
Today
It hands back
JOB CLOSE-OUT · 4 JOBS
Solar jobs closed out
- ✓Matched each photo and reading to the correct job and site
- ✓Checked the client report and compliance requirements
- ✓Checked timesheets and technician notes for close-out gaps
✓Client photo reportThree sites prepared
✓Compliance transfer draftPrepared and matched
!TimesheetMissing · held for office
Closed-out jobs with the reports ready for review and the missing evidence named against its job.
Illustrative example. Names, numbers and records are made up.
What changes for the business
Client reports and compliance records ready to go out the same day, with the incomplete jobs named instead of quietly forgotten.
- Nothing goes out half done
A job with a missing timesheet or an unmatched photo is held and named, so the office chases the gap instead of discovering it later.
- The compliance record gets sent, not just filed
Certificates and test results move out of the job system and to whoever is owed them, on the same trigger as the report.
- The evening report writing stops
The report is assembled when the job closes, not after knock-off.
What it is connected to
It reads the job records you already keep.
These are the systems this office job usually touches, not a required stack. We connect only what your version of it needs, using your own accounts and the smallest set of permissions that does the job.
- ServiceM8 or Simpro The job record, the client details and the photos the crew uploaded on site.
- Your email Where the finished report and compliance record are sent, and where forwarded material arrives.
- Timesheet records Checked for the hours that have to be in before a job can close out.
- Compliance systems such as SafetyCulture Where forms and documentation are transferred once approved, when you already run one.
- Cloud file storage Where photos, readings and the finished report live if they do not sit in the job system.
- WhatsApp Asking for the reports, and being told which jobs are held.
The boundaries come with the office job
Where it stops, and who it asks.
What starts it, what it may read, what it may write, who approves, and where it stops. Written down before the office job runs.
What it will not doIt does not decide whether a job is compliant and it does not sign anything off. Reports and compliance submissions stay in review until the authorised person approves them, and a job with an unmatched photo, a missing timesheet, inconsistent readings or an unclear obligation goes back to the office rather than out the door.
- Trigger
- A field job is marked complete or the office forwards the close-out material.
- Reads
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- Job details and client requirements
- Photos, readings and field notes
- Timesheets and compliance records
- Writes
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- Client report draft
- Compliance transfer draft
- Missing-evidence list
- Approval
- Client reports and compliance submissions stay in review until the authorised person approves them.
- Stops when
- The required close-out is approved and delivered, or the job is held with missing items named.
- Exception path
- Unmatched photos, absent timesheets, inconsistent readings or an unclear compliance obligation return to the office.
- Audit evidence
- The record preserves the source job, file metadata, field values, reviewer and delivery record.