Construction
Installation and maintenance firms
Many small jobs, each with its own certificate and signature.
An installer does not have the big-project problem — few enormous files — but the opposite: hundreds of small jobs a year, each with its sheet, its certificate and its signature. What does not scale here is paper.
The three modules day to day
| What | Module | When |
|---|---|---|
| Company documentation to be allowed on site | Trackline | Once per client, plus renewals |
| Job sheet and client sign-off | Consigne | On every job, from a phone |
| Condition before and after | SmartCheck | When a dispute is plausible |
What changes most: signing on site
Sign-off captured on the spot, from the technician's or the client's phone, avoids the usual circuit: paper sheet, gets wet or lost, chased a month later, and you end up invoicing without a sign-off.
Important
Installation certificates and periodic inspections expire and are typically required at inspection. Marking them with their expiry is what turns the archive into something that warns you; which inspections apply to each installation comes from sector regulation and your adviser.
Watch out
If the technician signs on the client's behalf "because they were not there", the sign-off is worthless and creates a bigger problem than it solved. Let whoever receives the work sign, even if it is the next day from their own phone.
Worth knowing
With many identical jobs, the template is where the saving is: the sheet goes out with two fields filled and the scope already written.
›Does it work without signal on site?
The technician can send it once back in coverage; the client signs from their own phone when it arrives.
›Can photos be attached to the sheet?
Yes, and in installations that is usually what prevents the argument.
›What about scheduled maintenance?
Built as a recurring process, with its expiry alert.
A real case
The situation
An installer with 400 jobs a year loses paper sheets and invoices without sign-off.
What you do
- Sends the sheet for signature from a phone on completion
- Attaches photos of the installation
What you get
Invoices stop being disputed over work nobody signed for.
The situation
Five clients ask for the same documents through five portals.
What you do
- Keeps a single current original
What you get
All five are answered without redoing the work.
The situation
A technician is stopped at the gate over their training.
What you do
- Warns about expiries per person
What you get
Renewal happens before the rota.
The situation
Equipment goes on site and its documentation sits elsewhere.
What you do
- Stores equipment documentation with the equipment
What you get
What travels is found where it is.
The situation
The job sheet reaches the office days later.
What you do
- Captures the sheet at the job itself
What you get
The month closes on what happened.
The situation
A client asks you to evidence an intervention from a year ago.
What you do
- Keeps the history per client and installation
What you get
You answer without reconstructing.
This article answers
- installation certificates
- job sheets signed by the client
- preventive maintenance documentation
- installer certificates and inspections