Attaching Forms to Jobs

Attaching Forms to Jobs

Forms are most useful when attached to specific jobs — they become the structured record of that work. Several ways to attach them.

Manually

From any job:

1. Open the job
2. Tap + Attach Form
3. Pick from your library
4. The form appears under the job's Forms tab as "Pending"
5. Open and fill out (or have someone else fill it)
6. Submit when complete

Automatically

Set rules so forms attach themselves:

1. Settings → Forms → Auto-Attach Rules
2. Define a rule:
   • When: job created / status changed / specific condition met
   • And matches: service type, location, customer tag, etc.
   • Attach: which form

Examples:

• "Attach 'Pre-Job Safety Checklist' to every new job"
• "Attach 'HVAC Maintenance Report' to every job tagged HVAC"
• "Attach 'Move-In Inspection' to every job for property manager 'Acme Realty'"

Rules fire automatically; you don't have to remember.

Required forms

Toggle a form attachment as Required — the job can't move to complete until the form is submitted. Keeps quality consistent across techs.

Filling out a form on-site

Tech opens the job → Forms tab → tap the pending form → fills out:

• Auto-saves as draft after every input
• Photos can be taken inline or pulled from gallery
• Signatures captured (own or hand to customer)
• Submit when complete

The form is now permanent, attached to the job, with timestamps and submitter info.

Customer-facing forms

For forms the customer fills (e.g. intake, post-job sign-off):

1. Attach the form
2. Tap Send to Customer
3. Customer gets an email/SMS with a link
4. They fill it out at their convenience
5. You're notified on submission

Useful for any form needing customer info or signature.

Multiple forms per job

A job can have any number of forms:

• Pre-job safety (attached automatically, tech fills)
• Mid-job change order (manually added if scope changes)
• Post-job inspection (auto-attached, tech fills with customer)
• Customer sign-off (sent to customer, they sign)

Each form is independent — separate records, separate PDFs, separate completion timestamps.

Editing submitted forms

Submitted forms are immutable for audit reasons. To make corrections:

• Re-open with manager approval — original is archived, new version starts
• Or Submit a correction form — separate form referencing the first

Form PDFs on quotes/invoices

When sending a quote or invoice, toggle Include forms to attach completed forms as PDF appendices. Useful for sending the inspection report along with the invoice.

Reports across forms

Reports → Forms lets you slice across all submitted forms:

• "All HVAC reports this quarter"
• "Forms with damage flagged"
• "Forms with low ratings"

Useful for trend analysis (e.g. "we keep finding the same issue, maybe we should adjust how we quote it").

FAQ

Can a customer fill a form before I arrive? Yes — send the link ahead of time. Useful for intake forms ("Tell us about the issue before we arrive").

Can the form be required for the customer to view their invoice? On Pro+ tier, yes — gate certain customer portal actions on form completion.

What if my form has 50 fields and the tech doesn't have time? Forms auto-save every change. Tech can pause, drive to next site, finish later. Only "Submit" finalizes.

Can I make some fields tech-only and others customer-only? Yes — set field-level visibility: tech sees X fields, customer sees Y fields, both edit Z fields.

Where do completed form PDFs live? On the job (Forms tab), on the customer record (Forms tab), and downloadable from anywhere they're attached. Permanent storage as long as your account is active.