Using the app in the office

This guide is for the office — whoever reviews the tech's work and sends out the report. If you're a tech on site, head to the phone guide instead.

Getting in

Today you open the office side straight from a ServiceM8 job card. Tap the Snap Job Reports button (Generate Photo Report) and it opens with that job already loaded and you already signed in — there's no separate password to remember.

Techs sign in to their own phone app separately, with an emailed code. (A separate office sign-in page is coming, but for now you open it from ServiceM8.)

The Dashboard

The Dashboard is your at-a-glance view:

• Summary cards — active jobs, average progress, jobs ready for review, and reports sent.
• Recent jobs — the latest jobs, each with a progress ring and a status.
• Pipeline — a bar showing how many jobs are at each stage: not started → in progress → ready for review → report created → sent to ServiceM8.

If your setup isn't finished, a "Finish setting up your account" banner takes you back to the setup steps.

The Jobs list

The Jobs list shows every job. You can:

• Search by job number, client, or site.
• Filter by date range.
• Filter by status — all, work order, in progress, completed, invoiced, cancelled, or quote. These follow the job's status in ServiceM8; the coloured badge on each row shows how far along its report is.

Tap any row to open the job.

Working on a job

A job opens to a single page with the job details at the top (number, site and client, status badges, and when the tech finished) and a progress bar. Below that are tabs:

1. Review — everything the tech captured: items, photos, ratings, and checklist progress.
2. Draft — where you write up the report (see below).
3. Certificate — only appears when this report includes a Certificate of Compliance.
4. Create report — a quick readiness check and the Create PDF button.

A menu on the header lets you copy the job's reference and Reset to automatic, which clears a template you set by hand so the automatic rules apply again.

Creating and approving the report

It moves through a few simple stages:

• Writing — you review the work and write up the report across the tabs.
• Creating — once you start it, you see the PDF being put together.
• Check it — when it's ready you get a preview with Download, Approve & Send, and Reject & redo. Rejecting keeps that version in the history and takes you back to writing.
• Done — after Approve & Send, the job locks so an accidental edit can't change an approved report. An admin can Unlock it (you're asked for a reason, which is recorded).

Report templates

Every job uses a report template — it controls which sections, ratings, and checklists a report includes. Open Report templates to manage them. A template has a type — Cleaning or Inspection — which sets sensible defaults, plus an editor with four tabs:

• Sections — switches for what the report includes: cover page, before/after photos, contamination rating (1–5), condition rating (A–C), task checklists, environmental readings, drawings, Certificate of Compliance, summary, findings for each item, scope of works, priority levels, and a cleaning frequency table.
• Tasks — the checklist your techs work through in the field.
• Standard text — a cover photo plus reusable intro, standards, and "work completed" wording.
• Automatic assignment — rules that match jobs to this template (see below).

Saving a template saves a new version of it. To create a separate, different template, use Duplicate rather than editing in place. You can also start fresh with New template.

The four templates we ship with are KEX Clean (kitchen exhaust cleaning), High Wall Split Clean, HVAC Hygiene Audit, and Inspection Report. Switching sections on and off changes what your reports include; a genuinely new layout or rating system is something we build for you — just ask.

Automatic assignment rules

This tab is a simple list of match conditions. Each row is Field → Value: the field is Client or Category, and the value comes from your real ServiceM8 data. A job uses the template only when every condition matches. Leave the list empty and the template is never assigned automatically. The rules remember the client or category itself, so renaming it in ServiceM8 won't break the match.

If a job has no template, you'll see a "No report template assigned" warning — assign one through its rules, or set it by hand on the job.

Writing the report (Draft tab)

The Draft tab has up to four cards, depending on the template's sections:

• Summary
• Findings for each item — one per item; each can be marked Not applicable.
• Recommendations — add or remove items, each with a priority (Immediate / Priority / Routine).
• Scope of works

Each card lets you format text (bold, italics, lists, headings) and saves automatically as you type. The tech's items, photos, and ratings sit alongside for reference while you write. Priority controls the colour-coded badges in the finished PDF.

Snap Job Reports doesn't write the report for you — the wording is yours, and the PDF is built from your text plus what the tech captured. (The voice feature in the phone app just helps the tech enter data faster; it isn't report writing.)

Certificate of Compliance

For templates that include one, the Certificate tab is where you add the signature (upload one, reuse a saved one, or replace it) and the signer's name.

The certificate number is given out when the report is created, so two reports never share a number. The standard format is COC-# followed by a number (for example COC-#0142). Re-creating a report keeps the same number rather than using up a new one. The format can be changed for your account.

Creating the PDF

On the Create report tab, a short readiness check flags anything missing (the button stays off until it's clear). For cleaning reports you also set the cleaning frequency here. Hit Create PDF to start it.

The PDF is built on our servers from your written text, the photos, and your branding (colours, fonts, logos, and footer). Photos are added as smaller, web-sized copies rather than the full camera files, which keeps even a big report a sensible size. If the report includes a Certificate of Compliance, that page is created with its number and your signature. The bigger the job, the longer it takes — a small clean is quick; a large audit running well over a hundred pages takes a bit longer — and you can watch the progress while it runs.

Sending it back to the job

Reports are sent back automatically. Once the PDF is finished and the job is approved, it's attached to the original ServiceM8 job. Re-creating the report attaches the new version.

Sending the report back currently works with ServiceM8. Other platforms (such as AroFlo) aren't connected yet.

Other things in the office side

• Asset types — set up reusable lists of items and their default parts, so techs start from a known list in the field.
• Glossary — your own list of words and spellings, which helps the phone app's voice feature get your trade's terms right.
• Team — your staff, synced from ServiceM8. A switch on each person grants or removes office access; everyone keeps the phone app either way. You can't remove your own office access (ask another admin). People are added by syncing from ServiceM8, not invited here.
• Settings → Branding — your details (brand name, ABN, contacts), your look (colours, font, logos, certification badges), report content (footer, disclaimer, default intro), and templates (PDF file name, job-note wording).
• Settings → ServiceM8 — your connection status. The connection stays secure and refreshes itself.
• Settings → Workspace — account-level settings, such as how long original photos are kept.