Gold Playbook

Gold Playbook Overview

The Gold Playbook includes everything needed to successfully onboard and configure your Inspect Point instance. It begins with the foundational setup steps required for all customers and builds on that foundation with additional guidance for using the Proposals feature.

This playbook is designed for Gold customers and combines both core efficiency setup and proposal configuration.

For You and Your Back Office Users

Getting Started: Initial Setup

Follow these steps to set up your Inspect Point instance:

• Configure Company Settings - Use the company settings screen to add the company details that will appear on your inspection reports:
  • Add your company details and logo (appears on reports) - Link
  • Set Up Time Entries - Link
  • Add Territories - Link

• Add Back End Users & Technicians - User management ensures the right people have access to the right areas of Inspect Point. Use the following instructions to set up your backend users and technicians so they can use Inspect Point.
  • Add Backend Users (office staff, access via web portal) - Link

  • Add Technicians (field staff, use the mobile app) - Link

    

Configuring Inspect Point to Work for You

Follow these instructions to ensure that Inspect Point reflects your business’s best practices:

• Report Settings - Link
  • Configure how inspection reports are generated, displayed, and shared with your customers.
• Customer Portal - Link
  • Enable and configure your Customer Portal in the settings.
• Form Management - Link
  • If applicable, import backflow forms from our available list
• Review Equipment & Devices - Link
  • Review the Equipment & Devices section under Settings and add or adjust any device types, or naming conventions to align with how your team operates.

Invoicing

The Invoice feature in Inspect Point allows you to bill for inspections and other one-off charges directly from the backend.

Whether you're converting a completed inspection into a billable document, generating recurring invoices, or sending one-off invoices, the invoicing feature centralizes your billing workflow.

Here is an overview of the Invoice feature: Link

Invoice Settings

Before generating any invoices, there are settings to review and configure. 

• Configure Default Invoice Settings - Link
  • Default invoice information is managed in the backend Settings. These settings control invoice behavior and what displays for your customers to see.

Customer Setup: Accounts, Buildings, & Contacts

A customer in Inspect Point is made up of Accounts, Buildings, and Contacts.

If you happen to have all of your customer data in an uploadable format (see format in this article), you can import them rather than manually entering them, following the instructions here.  The import includes account, building, and contact details. It does not include any asset information at the building-level.

Note that, even If you are importing your customers, we still recommend setting up at least one customer manually, using the instructions below. That way, you’ll know how to do it when you add new customers to your business.

This familiarizes you with the process you’ll use later when adding new customers to your database.

Here are the steps to follow to get your customers into Inspect Point. Note that we recommend setting up a Test customer to familiarize yourself with the process before moving on to actual customers.

• Accounts - Link
  • An Account represents the customer or parent organization in Inspect Point.
  • Example: A property management company would be an Account, with each managed site set up as separate Buildings under that Account.
• Buildings - Link
  • A Building represents the individual location where jobs are performed. A Building stores: All associated assets (fire protection systems, devices, and equipment), inspection and work order history, identified deficiencies and more historic data.
  • Assets - Fire protection systems, devices, and equipment located at the building-level.
    • Added when setting up or editing a building
    • Mass Adding Option
    • Self-Importing Options
• Contacts - Link
  • A Contact is an individual stored in the Backend who can be linked to an Account or specific Buildings.
  • Set Contract Roles - Link

Inspections & Scheduling

Follow these steps to create inspection series as well as to learn how to schedule and dispatch.

• Inspection Series - Link
  • An Inspection Series is a set of recurring, pending inspections created at the building-level in Inspect Point. Each inspection in the series is based on the assets and frequencies selected when the series is created.
  • This can be done over time. It’s generally recommended you start by setting up the customers that have inspections coming up so those are done, then work your way through month by month.
• Schedule & Dispatch
  • There are multiple ways to schedule inspections. Review the documentation and see which scheduling method is best for your organization - Link
  • Understanding the Inspection Statuses is imperative to the inspection workflow - Link

Mobile Application 

Once the inspection has been assigned and scheduled, technicians will perform inspections using the Inspect Point iOS app.

• On-Demand Technician Training 
  • Technicians should register for the online training course here - Link
  • Knowledge Base Articles - Link

Inspection Reports - Generating & Delivery 

Once the inspections have been submitted from the field, the next steps are generating the reports and getting them to your customers. 

• Generating Reports - Link
• Report Delivery - Review the various report delivery options to determine what works best for your workflow 
  • Sent through Inspect Point - Link 
  • Published to the Customer Portal - Link

Deficiencies

Understanding how Deficiencies work within Inspect Point is an imperative part of the workflow. 

• Feature Overview - Link
• Resolving Deficiencies in the Backend - Link 

Invoice Creation

• Create an Invoice - Link
  • An Invoice can be generated multiple ways. Users can create stand-alone invoices, or convert an inspection to an invoice. 

• Send an Invoice - Link 
  • Once an invoice has been generated, you will send the invoice to your customer. This can be done by emailing through the backend or publishing to the Customer Portal.

Closing the Loop 

Once the inspection has been completed, and a report has been generated, close the inspection loop by updating the inspection status to Complete. 

• Completing the Inspection: 
  • Updating the inspection status can be done individually, or in bulk. 
    • Individually - Link 
    • Bulk Updating - Link

Misc. 

• Analytic Reporting - Link 
• Managing Inspection Questions - Link
• Create & Manage Default Notes - Link  
• Notifications - Link

Proposals

Use Inspect Point Proposals to generate professional, branded proposals. From there, office users can create, review, and send proposals to customers for approval.

If desired, technicians can also create proposals in the field during an inspection. Admins choose whether technicians can send proposals directly to customers, or create draft proposals, which are then submitted with the inspection to be reviewed, updated, and finalized by the office before being sent to the customer.

Here is an overview of Inspect Point’s Proposals functionality: Link

Proposal Settings & Defaults 

Before generating any proposals, you need to do some setup work to reflect how you/your company operate:

• Configure Your Default Proposal Information - Link 
  • Standardizing your proposals and the details your customers see when they receive a proposal.
• Configure You Standard Proposal Details - Link 
  • Such as Exclusions, Scope of Work, Summaries, and Terms & Conditions. Setting up these details in advance helps standardize language across your organization. Once configured, your team can quickly apply the correct version without having to retype or modify text each time.
• Define Proposal Types - Link 
  • Giving you the ability to categorize proposals for easier organization, filtering, and reporting. Once set up, you can assign a type when creating or editing a proposal. Establishing these categories early helps maintain consistency and simplifies tracking proposal performance across your team.

Use the Price Book to Create and Manage Materials and Services 

The Price Book is where you create and manage the materials and services available for proposals. Once added to your Price Book, these items become selectable when building proposals, ensuring consistent pricing and standardized item descriptions across your team. 

• Feature Overview - Link 
• Material & Service Types - Link 
  • Types help organize your items for easier setup and selection when adding them to proposals, work orders, or invoices. They make it simple to locate the right material or service from your Price Book.
• Adding Materials & Services - Link 
  • Ensure pricing consistency by adding your materials and services to the Price Book during setup. Items can be added manually or imported in bulk using the provided template, making it quick and efficient to manage your company’s pricing library.

Proposal Creation

Once your settings and defaults have been configured, creating a proposal is a straightforward and streamlined process. With your defaults, pricing, and details already in place, your team can quickly generate professional, customer-ready proposals with just a few clicks.

• Create and Send a Proposal - Link 
  • Proposals can be created from the Proposals tab or directly from an inspection. Once sent, customers can easily review, accept, or decline the proposal from the email or proposal link.

Mobile Application

Proposals in the Field - Link 

Technicians can create proposals in the field in two ways using the Inspect Point iOS app. 

1. During the inspection: Add materials and/or services and mark the items as Proposed. (Note: If on the Gold plan only, technicians will not have the option to mark items as “Completed on Site.”)
2. When reviewing the inspection: If the Proposals section is enabled, technicians will see this option. Tap into the field to create the quote. Any materials or services previously marked Proposed will automatically appear here.

Proposal Review & Reporting 

• Reviewing Proposals - Link 
  • Once a proposal has been sent, your customer can accept or decline it directly from the email they receive. From the backend, you can review proposal statuses, apply filters to quickly find what you need, and update statuses when necessary.

• Proposal Reporting - Link 
  • Track proposal performance and approval trends with the Proposal Insights Dashboard.

Getting Help 

If you have questions, please contact Inspect Point Technical Support: support@inspectpoint.com. 

Customer Training Sessions - Our live customer training sessions follow a recurring monthly schedule designed to support Inspect Point users at every stage. 

🔗 Session Schedule & Registration