Report Management

Master the complete inspection report workflow from creation to delivery. Learn how to build professional reports, leverage AI tools, and streamline your documentation process.

Open the Report Manager to start creating and managing your inspection reports.

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Creating Reports

Starting a New Report

Create inspection reports from the Reports dashboard or directly from scheduled jobs. Click "Create Report" to start a new inspection document, or select "Create Report" from any scheduled job to automatically pre-populate property and client information.

The creation process involves selecting your inspection template, assigning an inspector (if managing a team), and entering basic property details. Templates define your report structure and determine which sections and inspection points will be included.

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Report Editor Features

Report Actions and Management

Each report in your dashboard provides a comprehensive set of actions through the dropdown menu. These actions are organised into categories to streamline your workflow from inspection through to client delivery and payment.

Core Report Actions

• Edit Report - Access the full report editor to modify inspection data, add photos, and update findings
• Duplicate Report - Create a copy of an existing report in order to send to a different client
• Generate PDF Report - Process the report data into a professional PDF document for delivery
• View PDF Document - Preview or download the generated PDF report
• Download Report Photos - Get a ZIP file containing all photos from the inspection
• Send To Device - Sync the report to your mobile application

Agreement Management

• Send Agreement - Email pre-inspection agreements to clients for electronic signing
• View Signed Agreement - Access completed agreements with digital signatures
• Edit Agreement - Modify agreement terms and conditions before sending. Agreements can be edited until the agreement is signed

Client Communication

• Email Report - Send the completed PDF report directly to clients with custom messaging
• View Event History - Track all activities including emails sent, PDFs generated, and status changes

Financial Workflow

• Create Quote - Generate quotes for inspections
• Create Invoice - Generate an invoice for inspections

The system tracks the status of each action and displays events through a visual timeline. Allowing you to keep track of the status of each report.

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Text Editor Tools and Features

The built-in text editor provides powerful formatting and content creation tools for agreements, terms & conditions, and any text content in your templates. Understanding these tools will help you create professional, well-formatted documents.

Formatting Controls

The editor includes comprehensive text formatting options:

• Basic Formatting - Bold, italic, underline, and strikethrough text styling
• Advanced Typography - Subscript and superscript for technical content and footnotes
• Clear Formatting - Remove all formatting from selected text with one click
• History Controls - Undo and redo changes to maintain document integrity

Document Structure

Organize your content with structural elements:

• Headings - Three levels of headings (H1, H2, H3) for document hierarchy
• Lists - Bullet points and numbered lists with smart indentation controls
• Tables - Insert and manage tables with advanced editing features including:
  • Add or remove rows and columns
  • Merge and split cells
  • Toggle header rows and columns
  • Resizable columns for perfect layout

Links and References

Create interactive and reference content:

• Hyperlinks - Link to external websites, documents, or email addresses
• Link Management - Edit or remove links with dedicated controls

Professional Content Tools

Advanced features for professional document creation:

• AI Comment Generation - Generate professional inspection comments using artificial intelligence based on form data and photos
• Comment Library Access - Insert pre-written comments from your library for consistency
• Save as Template - Save frequently used text as comment templates for future use
• Variable Insertion - Add shortcodes that automatically populate with client and inspection data

Context-Aware Features

When used in inspection reports, the editor provides additional intelligent features:

• Photo Integration - AI analysis can reference photos when generating comments
• Form Data Context - AI considers other field values when creating relevant comments
• Industry Standards - AI-generated content follows appropriate building standards based on your location
• Associated Comments - Quick access to comments specifically linked to the current feature

All formatting and content created in the editor is preserved in your final PDF reports and client agreements, ensuring professional presentation across all your documents.

AI-Powered Comment Generation

Speed up report writing with intelligent tools that transform brief notes into professional commentary. The AI analyses your uploaded images and inspection selections to generate accurate, contextually relevant descriptions.

The comment library provides pre-written comments for common findings, crafted to be professional and easily understood by property owners. The AI text generation feature goes further, creating comprehensive commentary that describes observations, explains implications, and suggests recommended actions.

Photo Management

Add photos to your reports using the image gallery interface, either by selecting files through the upload button or simply dragging and dropping images directly into the gallery. Once uploaded, you can reorganise photos by dragging them into your preferred order.

Key photo features include:

• AI-powered captions - Suggests relevant captions based on image content
• Before/after pairs - Link related photos for clear comparisons
• Location mapping - Associate photos with specific inspection areas

Photo Editing Tools

Edit photos directly within the report editor without external software:

• Rotation and cropping - Fix orientation and focus on important areas
• Brightness and contrast - Improve visibility in poorly lit spaces
• Annotation tools - Add arrows, circles, and text overlays
• Privacy masking - Blur sensitive information like license plates and faces

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Report Workflow Management

Editing Reports

Edit reports at any stage by clicking the report from your dashboard. You can modify inspection data, update client information, add or remove photos, and regenerate PDFs. All changes are tracked in the event history for audit purposes.

Pre-Inspection Agreements

Send legally binding agreements before inspections begin. Agreements are automatically generated from your template settings with client information pre-filled. Customise content as needed, then email directly to clients for electronic signing.

Track agreement status including sent, viewed, signed, or declined. Digital signatures provide full legal validity for business protection.

Emailing Reports

Deliver professional reports directly to clients after generating the final PDF. Add recipient addresses, customise the email message, and send with your company branding. The system automatically attaches the PDF and tracks delivery status including sent, delivered, and opened notifications.

Quotes and Invoices

Create quotes directly from inspection reports using pre-defined service templates. Send quotes for electronic approval, then convert approved quotes to invoices automatically. Integration with Xero, QuickBooks, and FreshBooks streamlines payment tracking and accounting.

Report Event History

Every report maintains a complete audit trail including creation events, agreement activity, email delivery logs, PDF generation history, and status changes. Allowing you to easily keep track of each step in the inspection process.

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Best Practices

Professional Report Writing

Write clearly for property owners using plain language rather than technical jargon. Use the comment library for consistent terminology and ensure all findings have comprehensive photo documentation with clear, well-lit images. Provide specific, actionable recommendations for each issue.

Efficient Workflow

Using the inspecteasy app, you can easily complete a report on site using your phone or tablet, even when working offline. The app allows you to capture photos, add comments, and complete inspection findings without an internet connection. When you have mobile data available, you can upload and finalise the report directly from your vehicle on-site. Alternatively, you can return to the office and upload your completed report to add any additional findings from your desktop.