6. What the customer sees
Email or print the report once the inspection is completed. The customer also sees it in their portal, with a link to the quote. Internal Notes and prices never reach them.
Where it is
- Service → Workshop → Inspections — Print and Email on a completed inspection
Settings for this
- Settings → Customer portal — The portal your customers see their Inspection Reports in
- Settings → Modules & flow — Inspection Reports shows in the portal while Workshop is on
Who this is for: service advisers, and technicians who want to know who reads their notes.
Where to find it
On a completed inspection, Print and Email sit at the top beside the status. They don't appear until it's completed.
Step by step: email the report
- Press Email. The "Email Inspection Report" box opens.
- To is the customer's email address. Add more people under Cc / Bcc if you need to.
- The Subject ("Inspection Report INSP-0007 from" and your business name) and the Message are written for you. The message says whether items were flagged. Change either if you like.
- The report is attached as a PDF. Under Attachments you can add more files.
- Press Send Email.
Step by step: print it
Press Print. The report opens in a new tab with the print window. Print it, or choose Save as PDF to keep a copy.
What's on the report
- Your business details, the inspection number, the template name and the overall result: PASS, CAUTION or FAIL.
- Customer, Vehicle and Completed (with "By" and the technician), and the Trip Context and Usage Context if you filled them in.
- A count of Pass, Caution, Fail, N/A and Pending.
- Items Requiring Attention, with each one's bucket (Safety Required, Pre-Trip Recommended or Nice to Have).
- Notes from your technician: the Customer-facing Notes.
- Every section and item with its result, its note and its photos.
The customer portal
A customer with a portal login sees their reports under Inspection Reports. Their Home page shows the latest two.
- The list shows each report with All good, Advisories or Action needed.
- A report opens with a banner: All clear, Some advisories noted or Action required. Below it: Technician Notes (your Customer-facing Notes), Items Needing Attention with their notes and photos, and the Full Report, every item marked OK, Advisory, Action or N/A.
- View related quote → sits in the banner when there's a quote and the result isn't a pass.
The portal is read-only: the customer can't change anything on the report.
Approving the quote online
From View related quote →, or their Quotes in the portal, the customer can press ✓ Accept This Quote, Request Changes or Decline Quote. From the email you sent with the quote, it's Accept This Proposal (Orders course, lesson 2).
Those buttons only appear once you've sent the quote. Until then the customer can't open it: View related quote → only shows on the report once the quote has been sent.
Who sees what
| Staff | Emailed or printed report | Customer portal | |
|---|---|---|---|
| Results | Pass, Caution, Fail, N/A | PASS, CAUTION, FAIL, N/A | OK, Advisory, Action, N/A |
| An item's note and photos | Yes | Yes | Yes |
| Buckets | Yes | Yes | No |
| Customer-facing Notes | Yes | As "Notes from your technician" | As "Technician Notes" |
| Internal Notes | Yes | Never | Never |
| Prices | On the quote | No | On the quote, once sent |
What happens by itself
- Only completed inspections reach the portal. Re-open one and it disappears from the portal until you press Complete again.
- It shows to the person in the inspection's Customer field. An inspection with only a company and no customer doesn't appear in anyone's portal.
- Inspection Reports shows in the portal while your business uses the workshop.
- Photos are stored at web addresses that anyone with the link can open. Photograph the car, not the customer's papers in the glovebox.
Where it ends
The customer has their report and a quote to approve. When they accept, the Orders course takes it from there. That's the course: try the quiz.
Lesson 6 of 6 in Inspections: check-in and digital inspections. Previous: 5. Turning findings into a quote.