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Team & operations

Automated job completion photo reports

Job completion report automation starts when an engineer marks a job complete. It gathers the photos and notes from the job, builds a branded PDF report, files it in Google Drive and emails it to the customer alongside the invoice.

An example of how the studio would build it. No live services are connected.

From a finished job to a report the customer keeps.

  1. Step 01

    Job completed

    An engineer marks the job complete in ServiceM8, which starts the report for that job.

  2. Step 02

    Photos gathered

    Collect the job’s site photos, notes and checklist answers, and check the required ones are there.

  3. Step 03

    Report built

    Lay the photos and notes into a branded PDF template with the job number, address and date.

  4. Step 04

    Report filed

    Save the PDF to the customer’s folder in Google Drive so the office can find it later.

  5. Step 05

    Customer emailed

    Send the report from Gmail with the ServiceM8 invoice attached or linked, and record the email against the job.

The result

A professional finish on every job.

Each completed job sends one report. If photos are missing or the invoice isn’t ready, the office gets a task instead of the customer getting a half-finished report.

Before we connect it.

Where this is useful

Useful for trades and field service businesses whose engineers already take photos on site, but whose customers rarely see them. A sensible first version uses one report template and sends each report to the office for a quick check before it reaches the customer.

What we need to connect

  1. 01ServiceM8 job events, with access to photos, notes, customer details and the invoice.
  2. 02A branded report template and the Google Drive folder structure for customer files.
  3. 03The Gmail account to send from, the email wording and who to alert when something is missing.

What needs careful handling

Engineers sometimes mark a job complete before the last photos have uploaded over a weak signal, so wait briefly and check the photos before building the report. Photos can show the inside of someone’s home, so include only images taken for the report and keep Drive folders private. A reopened job should not send a second report unless a person decides it should.

Questions people ask.

Can engineers choose which photos go in the report?

Yes. Photos can be marked on the job so only chosen ones are included, or the report can follow set prompts such as before and after. The exact approach depends on how ServiceM8 exposes attachments on your plan.

Will the customer get the report and the invoice separately?

They can arrive in one email. If the invoice isn’t ready when the job is completed, the report can wait for it, or go first with the invoice following through your normal process.

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