How to Track Work Completed on an Inspection

Inspect Point allows Platinum users to track work that was completed on an inspection by adding items from the Materials & Services list. This is useful for when technicians are completing minor service work on-site (as opposed to dispatching a work order for a return visit). When an invoice is generated for an inspection, it includes the completed items.

This feature is only available for our Platinum users. Please contact your CSM to upgrade.

This article explains how to mark work completed on the iPad (on the main inspection screen and from an individual item), submit a proposal, edit these items in the backend, and generate invoices and service reports from these completed items.

Marking Work Complete on the Main Inspection Screen

To mark work complete, begin an inspection on the iPad. Here, you'll see all the items you're inspecting, and at the bottom the Materials & Services section.

This section allows you to add materials & services to the inspection. To do so, tap the + button to open the list of materials & services. 

Note: materials & services must be added in the backend in order to appear on the iPad. 

Next, find the material or service you want, and tap Add. This will open up a modal showing a toggle for Completed and Proposed, the item's details, related systems, and price levels. 

You'll first see the option to mark this item as completed or proposed. If the work is being done on site, select completed. If it is being proposed at a later date, select proposed.

Next, we can add a Related System to the item. Because we added this item from the main inspection screen, it wasn't associated with a system. By tapping Related System here, we can assign it to a system on the inspection. 

We also have the option to add any price levels or factors to the item. After adding a level or factor, the new price will display, with the original price shown in parenthesis.

Note: Price Factors and Levels need to be added in the backend for them to appear on the iPad. 

After making your selections, tap Save, and the item will appear on the main inspection screen. The star next to the price denotes it was adjusted from the base price, i.e., a price factor or level was set.

Additionally, if using proposals, you can swipe the material or service between the Completed and Proposed sections. To do so, swipe to the right if moving to Proposed. You will see a purple banner indicating it was moved successfully. Any price factors or levels set on the material or service will remain as it moves from Completed to Proposed. 

The same can be done with Proposed to Completed. Swipe to the left and the item will move to Completed.

Marking Work Complete Within an Inspection Item

In addition to adding to the Materials & Services section on the main inspection screen, you can also add materials & services on specific inspection items. This is currently available for Fire Extinguishers, Exit Signs, Fire Doors, and Alarm Devices.

To begin, navigate to your desired inspection item (we will use an alarm device in this example), and tap Inspect. This will open the device modal. The question list is unchanged, but at the bottom the same Materials & Services section appears. 

You can add items here in a similar manner covered in the previous section. Tap the + button to display the Materials & Services list. 

Favorites

Something new on this screen are the stars next to each material & service. These stars allow you to mark an item as a "Favorite," should you use these items more often than others. These favorites will carry over from one inspection to the next. They are saved for each technician as well. 

Once marked as a favorite, the material or service will appear in a Favorites section beneath Materials & Services. This lets you add these items more quickly. There is no limit to how many favorites you can add. 

Note: each Favorites list is unique to the inspection item; the fire door favorites will be different than the fire extinguisher favorites. 

Grouping

Additionally, should you add the same material or service to multiple inspection items, they will display on the main inspection screen as a group. 

The group is labeled as the material or service within the group, along with the quantity, and total cost. The arrow on the right allows you to collapse and hide the items within the group.

Identifying information for each inspection item is displayed underneath the material or service. This helps differentiate between materials & services within a group. In our example above, we see the second CO2 Cartridge belongs to a Buckeye 20lb ABC extinguisher on the first floor of the building. 

Additionally, price levels and factors can be applied to entire groups, or select items within the group. By expanding the group, the stars denote whether an item has a price factor on it or not. 

iPad groups where items either all have factors, or no factors, will be sent to the backend as one group. iPad groups containing items, some with price factors and some without, will be sent separately to the backend. 

Sending to the Backend

After adding materials & services to each inspection item, tap Review and Complete to submit back to the office. At the top of the screen you will see the Proposal widget, if you are a Gold or Platinum user. This displays any items that were added to the Proposed section on the inspection. 

You can also tap into this widget to open the Proposal Builder. This lets you edit the proposal before sending to the office. 

Once satisfied, tap Complete & Submit to send the inspection to the office. 

In the backend on the inspection detail screen we can see all the materials & services that were completed. 

Clicking Edit next to any of these items lets you edit all materials & services on the inspection.

Once satisfied, click Update Now and you will be brought back to the inspection. 

From here, users can generate invoices and service reports off of the inspection. To generate an invoice, click Create and select Invoice from the dropdown. This will contain all the items completed on the inspection. 

To view the Service Report, click Generate and select Service Report from the dropdown. This will download the report to your computer. It contains all work completed on the inspection.

Additionally, any proposed work from the inspection will be automatically saved as a proposal in the backend. We can see this by looking at the related section on the inspection. 

Again, this workflow is only available for Platinum customers. In order to track work completed on inspections, please contact your CSM to upgrade and use these features.

Need help? Contact our Support Team at support@inspectpoint.com or submit a support ticket through the "Submit a request" link above.