How to use quality checklists and customer sign-off

Give jobs a checklist that asks for photos and notes, check finished work, send redos, and have the customer sign the job off.

Updated 2026-10-18

A checklist template is the list of things every job of a kind must have, such as "Photo of the finished paintwork" on a full detail. A job with a template shows a Quality box on its sheet: what is still missing, the quality check once it is done, and the customer's sign-off.

Templates, checks and results are behind the Quality button at the top of Work → Jobs. It is there for someone who manages the business or checks quality.

Make a checklist template

1. In Jobs, press Quality, then the Templates tab, then New.
2. Give it a Name, for example "Full detail".
3. Under Items, in order, type each item, such as "Vacuum the interior", and press Add.
4. For each item, switch on what it needs: Photo, Note, and whether it is Required. New items start as required.
5. Under Apply automatically, type words such as "detail, wax". Every new job whose title or service holds one of them gets this checklist. Leave it empty to apply the template by hand.
6. Switch on Block finishing with required items missing if a job must not be marked done until they are.
7. Press Save.

To use a template on a job by hand, open the job and choose it from Apply a template… in its Quality box. Editing a template later does not change jobs that already have it.

Work through the checklist on a job

In the job's Quality box, each item that needs a note has a box: type what you found and it is kept as soon as you leave the box. An item that needs a photo is ticked once the job has any photo, in its attachments or its project folder.

While something required is missing, the box says how many items are not finished and which. When everything is in, it says Checklist complete.

If the template blocks finishing, the job cannot be marked done with items missing. Someone who manages the business can type Why finish it anyway and press Finish anyway. Every job finished with items missing is recorded, with who did it and why.

Check finished work

1. In Jobs, press Quality and switch on Check jobs after they are done.
2. Managers can always check. To let others check, press their position next to Who checks, besides managers.
3. The Waiting tab lists finished jobs no one has checked yet. Press one to open it.
4. In the job's Quality check, pick a Score from 1 to 5 and press Pass, or write what needs redoing and press Redo. A redo makes a new job, linked to the first.

The Results tab shows each technician's checks, passes, redos, average score and pass rate.

Ask the customer to sign off

1. Open a finished job and press Ask the customer to sign off.
2. The email waits in Reviews. Press Review in the job's Quality box to check it and send it.
3. The customer opens a private page showing the work completed, the checklist and your notes (photos stay private), types their full name, ticks the box and presses Sign off.

The job then says Signed off by their name, with the date. The page keeps a fingerprint of exactly what it showed beside the signature, and the sign-off is noted on the customer's card. Press Ask again to send a new one.

If it doesn't work

• "Give it a name and at least one item" — Save waits for both.
• "This job's checklist is not finished" — the template blocks finishing. Finish the items, or ask a manager to finish it anyway.
• "Say why it is being finished with items missing."
• "Say what needs redoing." — a redo needs a note.
• "Mark the job done before asking the customer to sign it off."
• "This customer has no email address. Add one to ask for a sign-off."
• "A sign-off is already waiting for this job."