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Audit-ready evidence bundle

When a customer, insurer, or inspector asks you to prove the work, the answer is only as good as what was captured at the time. Use this as the standard for every visit.

Capture on every visit

  • Arrival and departure time
  • Who performed the work
  • Equipment or asset identified (make, model, serial, or tag)
  • Before photos of the condition found
  • Work performed, in plain language
  • Readings or measurements taken, with units
  • Parts and materials used
  • After photos of the completed work
  • Customer sign-off or reason it wasn't obtained

Photos that hold up

  • Wide shot first for context, then close-up of the detail
  • Nameplate or asset tag in at least one photo
  • Gauges, meters, and displays legible in frame
  • Same angle before and after
  • Photos attached to the job record the same day, not left on a phone

Keep the record trustworthy

  • Don't overwrite a submitted report; issue a revision and keep the original
  • Record who changed what and when
  • Store records where the team can find them by customer, site, and asset
  • Agree retention periods with customers who have compliance requirements

When someone asks for proof

  1. 1Find the job by customer, site, or asset
  2. 2Export the report with photos, readings, and sign-off
  3. 3Include revision history if the report was changed
  4. 4Send it, and note on the record who it was sent to and when