From inspection issue to completed work

1. Record and share the observation

During an inspection, document what you actually observed, add relevant photos, and flag the checklist item when an issue needs follow-up. Complete the inspection so its flagged items can become issues. Review and send the client report separately. A report documenting a problem is not authorization to repair it.

Open the resulting issue and check its property and description. Link the specific equipment record where relevant. Keep uncertain diagnosis separate from observed evidence; a qualified provider may need to assess the fault.

2. Check the vendor and prepare the request

Use your vendor records to check the intended provider, available insurance or subcontractor information, and any outstanding documentation. A stored certificate or status is not independent verification that coverage applies to this job. Confirm the engagement directly with the vendor.

Prepare the work proposal from the issue. Select the equipment and vendor where appropriate, write the scope and exclusions, and attach only the evidence the homeowner needs. An equipment link does not expose its private manuals or emergency instructions.

If a price is known, an authorized billing user can add the estimate, currency, and terms. If you only need permission for an assessment, write a permission request that describes the limit of that permission. Follow the proposal and review-email steps.

3. Wait for the right decision

Check the recorded homeowner response, not just email delivery. If the owner requests changes, submit a revised scope for a new decision. Keep the old receipt intact. If the owner declines, do not treat the ability to record work progress as permission to proceed.

4. Coordinate and document completion

1. Confirm the vendor's appointment outside the proposal flow. Use an operator task or recurring task for the follow-up you want your team to manage.
2. Mark the existing work underway when appropriate. Keep any changed scope separate and obtain a new decision if required.
3. Record the actual work date and completion summary.
4. Select completion evidence. If none is available, enter the required explanation rather than using a placeholder photo.
5. Deliberately choose any completion summary or evidence to share with the homeowner. Internal completion notes are not automatically public.
6. Review the issue itself and update its status when appropriate. Do not assume completing a proposal resolves every issue or task associated with the home.

5. Prepare the invoice separately

Review the agreed work against the actual charge and prepare the invoice through the normal invoice workflow. Add descriptive line items for the service or vendor work and any separately agreed management or coordination fee. Use the client-visible invoice note for useful context; keep internal notes private.

For example, an agreed 8% coordination fee on a $500 vendor charge is $40. Enter and verify that line item yourself. This example is arithmetic, not a built-in markup rule, a recommendation about tax treatment, or proof that the client agreed to the fee.

If you bill monthly, add the charges to the appropriate editable invoice or your existing monthly billing process for that property. Check the homeowner, currency, service period, and all line items before issuing it. This workflow does not automatically consolidate different properties or convert an estimate into an invoice.

QuickBooks Online uses the existing accounting connection and invoice workflow. Approval and completion do not themselves trigger an accounting write. Keep vendor purchasing, payment reconciliation, and tax decisions in your established financial process.

Keep the home useful for the next visit

Link the service records to the equipment, attach updated private manuals or warranty documents where appropriate, and archive a replaced unit instead of deleting its history. Keep ongoing service dates in operator tasks and recurring tasks. There is no separate homeowner maintenance calendar.

See equipment records and emergency procedures for maintaining the property knowledge behind this workflow.