Leak detection inspection report Workflow

Why should we automate our leak detection inspection reporting instead of managing it manually?

Manually tracking inspection reports through review, revisions and customer delivery often relies on emails and spreadsheets that are easy to lose track of. This workflow captures each inspection as a record with a reference number and status, so staff can see at a glance whether a report is under review, being revised, sent, or awaiting a quote. It also removes the manual step of chasing revisions or forwarding approved reports, since those actions happen automatically once a decision is recorded.

What is the ROI of using this workflow compared to handling reviews and revisions by email?

Time saved comes from removing manual follow-up on review tasks, revision requests and report emails, all of which the workflow handles automatically once triggered. Because the revision loop is bounded to two re-reviews, teams also avoid open-ended back-and-forth that can stall a report indefinitely. Over many inspections, this reduces administrative overhead and helps reports reach customers faster.

Who is involved in reviewing and approving the inspection report?

The senior technician is assigned a task to review the report within 2 days, recording a Review Decision and Comments that are saved to the record. If changes are needed, the inspector is assigned a task to update the defects found and recommended work within 1 day, and the updated report is routed back to the senior technician for re-review. This loop can repeat up to two times before the workflow proceeds based on the outcome.

What happens if the senior technician requests changes to the report?

When the Review Decision is 'Changes needed', the record status is set to Revising and the inspector receives a task to update the defects found and recommended work based on the reviewer's comments. Once the inspector submits those updates, the workflow returns the report to the senior technician for another review. This can happen up to two times, keeping the revision cycle bounded rather than open-ended.

How does the workflow decide whether an estimator gets involved?

After the approved report is emailed to the customer, the workflow checks the 'Is repair work recommended?' field from the original request. If the answer is Yes, the record status is set to Quote to Follow and an estimator is assigned a task, due in 3 days, to prepare a repair quote with Quote Preparation Notes kept on that task. If the answer is No, the record status is set to Closed instead.

What information does the customer actually receive, and how is it sent?

Once the report is approved, the workflow emails the customer the inspection findings, including whether the leak source was found, the detection methods used, moisture readings, the leak source and cause, and the recommended repair work. This is sent automatically to the Customer Email supplied on the original request form, with no customer account required.

Can we customise the review and revision steps to match our internal process?

Yes, the workflow can be adjusted by describing the change in plain English or editing the steps directly in the workflow editor, with earlier versions kept for reference. This means task deadlines, the number of allowed revision loops, or the fields captured at each step can be changed as your process evolves.

What does the record show if we need to check the history of an inspection?

Each inspection is stored as a record with a reference number, a current status, and a timeline of what happened, including review decisions, comments and updated report details entered along the way. Table views and dashboards can show these records grouped by status, such as Report Review, Revising, Report Sent, Quote to Follow or Closed. Businesses should confirm this level of record-keeping meets their own regulatory or audit obligations.

Does connecting Stripe or SMS change how this workflow behaves?

Connecting Stripe or an SMS provider like Twilio does not alter this workflow on its own, since a payment or SMS step would need to be explicitly added to the process. As it stands, this workflow uses built-in email to deliver the approved report to the customer.