Inspections

Inspections are monthly walk-throughs of a property you look after. You work through a checklist, rate each item, photograph problems, and record findings that someone has to fix. Managers set them up and review them. Anyone on your team can be the inspector, including crew members, who see only the inspections assigned to them. For a one-off walk, such as a move-out or a pre-sale check for a property manager or realtor, use a punch walk instead: no checklist, and your client approves each priced item online.

How to turn inspections on

1. Click Features in the left menu.
2. Under Scheduling & field, switch on Site inspections.
3. Inspections now appears in the left menu.

Inspections are off until you turn them on. They're included in every plan.

How to set up a property checklist

1. Go to Inspections. The first time, click Create your first checklist. You start from an 84-item commercial facility list you can edit. After that, use the Checklists tab.
2. Choose the property under Choose a property… and click Create checklist. Each property has its own checklist.
3. Set the checklist Name and Default inspector (anyone on your team), and tick Include this property in the monthly inspections.
4. Edit items as needed. Each has a Code, Category, optional Asset, Title and What to check. Use an item's menu to duplicate it for another asset, move it, or switch it off.

How to schedule an inspection

1. On the Inspections page, find the property under Due this month.
2. Click Schedule (or Change if it already has a date).
3. Pick the date and the person doing it, then click Save. The row now reads, for example, "Scheduled Oct 21 · Tyler".
4. Inspections planned for a later month are on the Upcoming tab. Picking a date in another month moves an inspection that hasn't been started.

Scheduled inspections also appear on the Schedule page on their day: above the time grid in Day, at the top of the day in Week, and as a 🔍 line in Month. Click one to open it. They aren't jobs, so they never create an invoice.

How to run an inspection

1. On the Inspections page, find the property under Due this month and click Start (or Continue).
2. For each item, answer Did you check it? (Yes, No, Deferred or N/A), then set the Condition (Good, Monitor, Repair or Urgent) and How soon?.
3. Tap Photo to add photos.
4. To speed up, use Mark remaining Good or Defer remaining.

Answers save as you go, so you can stop and pick up later with Continue.

How your crew runs an inspection

Any team member can be the inspector. They need a JobTill login first: click Employees in the left menu, then Invite (see How to invite your team).

1. In the field app, their Today screen has an Inspections section. All mine lists every inspection assigned to them.
2. They open it and tap Start inspection.
3. They answer each item, take photos, and tap + Finding for anything wrong, with What's wrong? and Details for the office.
4. When everything is answered, they tap Finish → Send to the office. You get an "Inspection ready for review" notification.
5. You review it, set who fixes each finding, and click Finalize.

Crew members only see inspections assigned to them. The Findings page, client wording and client notifications stay with managers. If a crew member marks an item Urgent, they must add a finding and call the office.

How to record and follow up findings

1. On an item that needs work, add a finding. Fill in What's wrong? and an Internal note, which is never shown to the client. Use + Word it differently for the client to give the client a different wording.
2. Choose Who fixes it?: Cleaning team, Maintenance team, Client or Outside vendor. Add the responsible person or vendor and an optional Fix by date.
3. Click Save finding.
4. Follow every open finding on Inspections → Findings →. Findings are grouped into Needs action, Ready to verify, Monitoring and Closed.
5. To book the fix, open the finding, go to Turn this into a job, pick a Job date and Crew member, and click Create job. When that job is done, the finding moves on by itself.
6. When the fix is confirmed, click Verify & close.

Ask your client to approve a repair

1. Open the finding on Findings →. Under Price for the client, click Edit.
2. Enter Qty and Price, or pick a service from Price book…, and click Save.
3. Set Status to Awaiting approval.
4. Send the client report (below). Your client gets the price and a button to approve or decline it online. Approved repairs become one job with an accepted quote, under Unscheduled.

Your client only sees a price once the finding is Awaiting approval (or after they have decided). A price on any other finding stays with you. A finding that already has a job can't be set to Awaiting approval.

How to finish and finalize

1. When every item is answered, click Finish → Ready for review.
2. Review it, then click Finalize (locks this inspection). Finalized inspections can't be edited, so they stand as a record of what was found.
3. Finalizing schedules next month's inspection for the same day, with the checklist's default inspector. It appears under Upcoming, and you can change it there.

How to send the client report

1. Open a finished inspection. The Client report card is at the top.
2. Click Preview PDF to see what your client will get. On a phone, tap Share / Print to print or save it.
3. Once the inspection is finalized, click Send to client. Tick any contacts to copy, add an optional message, and click Send report. The PDF is attached to the email.

The report shows a summary, what was found, items to watch, anything still open from earlier months, and what wasn't checked. Internal notes, who you notified, and vendor names are never included. If a finding has Wording for the client, the report uses that instead of the issue line. The card shows when the report was sent and to whom.

Once a report is sent, your client can also see it in their client portal under Property Inspections, with a link to the PDF. The portal shows only reports you have sent. Findings marked Awaiting approval, or owned by the client, appear there under Needs your decision, worded the same way as the report. If a finding has a price and is Awaiting approval, the client can approve or decline it right there, and the PDF and email show the price with a button and QR code to approve. A finding awaiting approval without a price stays a "contact us" item. If you priced findings, JobTill also reminds your client after 3 and 7 days while they wait. Untick Remind the client if priced items are still waiting (after 3 and 7 days) on the Client report card to turn that off.

How to do a punch walk

A punch walk is a one-off walk of a property, for example a move-out, a turnover or a pre-sale check. You list everything that needs fixing, with photos, put a price on each item, and send it to your client. Your client approves or declines each item online, and the approved work becomes a job.

1. Go to Inspections, click New punch walk, and choose the client under Choose a client… (or + New client) and the property under Choose a property… (or + New address). Pick an inspector, or leave it Unassigned (the office walks it), then click Start punch walk.
2. Walk the property. For each problem, type the area (for example Kitchen or Bath 1) and what's wrong, add an optional Note for the office, and click Add item. Tap Add photo on an item to add photos.
3. If a crew member walks it, they tap Finish → Send to the office when done. You get a notification. Crew members never see prices.
4. Price each item: click Edit, optionally pick a service from Price book…, and enter Qty and Price. Use Wording for the client to describe it the way your client should read it. Tick Note only — not sent for approval for anything you're only noting. Click Save.
5. Click Finalize. Priced items are now waiting for your client's approval.
6. On the Client report card, click Preview PDF to check it, then Send to client. The client gets the PDF, with photos, prices and the total, and a button to approve online. The PDF also has a QR code to the same page.

What your client sees

The link opens the punch walk in their client portal. They tap Approve or Decline on each priced item. They can leave items for later. Then they type their full name and click Submit my decision.

• Everything they approve in one go becomes one job called "Punch list:" plus the property name, with an accepted quote listing each approved item. It appears under Unscheduled for you to book. Invoice the job as usual.
• Declined items are marked declined and never count toward the total.
• You get a notification and an email with what was approved and declined.
• If they come back later and approve more items, those become another job.

Reminders

If priced items are still waiting, JobTill emails your client a reminder 3 days after you send, and again after 7 days. Monthly inspection reports with priced findings work the same way. That's two reminders at most. To turn them off for a punch walk, untick Remind the client if priced items are still waiting (after 3 and 7 days) on its Client report card.