Sending a condition report — review, send, versions and the fee
The report belongs to the job: the Condition report job has the client, the link and the fee. From the job, Review and send the report opens the one screen that reviews and sends it.
What the review screen shows
- Anything in the way, at the top, named by building and area: an area still unrated, a defect with no photo, a photo not yet checked. The Send button stays off until the list is empty, and says why.
- Each building's counts of Red, Amber, Green and not inspected, and every area with its rating.
- Every photo exactly as the client will see it: the blurred copy, with its privacy badge and the blur controls. This is the moment to look.
- Summary for the client: a few plain sentences that open the report. Optional, but a committee reads this first.
- Offer to quote the recommended works: a switch. On, the report ends with a line offering to quote the works or plan them over several years. Off, it leaves that out.
Sending
Send the report asks you to confirm, then does five things: freezes the report exactly as it stands, builds the PDF, creates a secure link, emails the client, and moves the job to Sent. Sending is for owners, admins and managers.
The email goes to the client's email address on file. If there is none, the report is still frozen and the link still works; the screen tells you, and you copy the link and send it yourself. The screen only ever says an email went when the server recorded that it did.
What the client gets
One link, which opens the report as a web page branded as your business, with a Download the PDF button at the top. No account, no password. The link is long and random, and the page tells search engines not to index it. There is no price anywhere in the report.
Frozen at send, corrected as a new version
A sent report never changes. If you need to correct something, fix the assessment and send again: that creates version 2, emails the new link, and retires the old one, so the first link and its PDF stop working. The review screen lists every version, with the current link and PDF on the live one and "replaced" on the rest. A committee that forwarded the old link gets "Link not found" and knows to ask for the current one.
If the PDF did not build
Very occasionally the PDF fails while the rest of the send succeeds. The report and the link are fine; the version shows PDF didn't build — try again. Tap it, and the client's page gains its download button.
Invoicing the fee
A report job has no quote, so the Invoices section on the job is open at every stage. Create an invoice, type the fee and a line of description, and send it as you would any invoice. The job reads Report sent — invoice the fee until you do, then Report sent and invoiced.