Painting final inspection and touch-up list Workflow

Why should we automate the final painting inspection instead of managing it manually?

Manually tracking inspection checklists, touch-up lists, and follow-up rounds across emails and spreadsheets is easy to lose track of, especially when multiple jobs are in rectification at once. This workflow captures every check and photo on a single record, automatically assigns tasks to the painter and inspector, and keeps a timeline of what happened. It reduces the chance of a job stalling because someone forgot to chase a re-inspection or notify the customer.

What is the ROI of using this workflow for touch-up management?

The workflow removes the administrative overhead of manually coordinating rectification work and re-inspections, freeing up time for inspectors and office staff. Because tasks have due dates and the record status shows exactly where each job stands, teams can spot delays earlier and close jobs faster. Over many jobs, this can meaningfully reduce the hours spent chasing status updates and drafting customer emails.

Who is involved in this workflow and what are they responsible for?

The inspector submits the initial final inspection with pass/fail checks and any touch-up items. If touch-ups are needed, the painter is assigned a rectification task with a 2-day due date, and once complete, the inspector is assigned a re-inspection task with a 1-day due date. The customer receives email updates at key points but does not need to log in or take any action.

What happens if the paintwork fails inspection more than once?

If the re-inspection still shows touch-ups are needed, the workflow loops the job back to the painter for another round of rectification, up to two loops in total. Each loop repeats the rectify-and-re-inspect cycle, with rectification notes, photos, and re-inspection results saved to the record each time. This keeps a clear record of how many rounds were required before the job passed.

How does the customer find out the result of the inspection?

The customer receives an email acknowledgement with their job reference as soon as the inspection is submitted. Depending on the outcome, they later receive an email confirming either that the paintwork passed on first inspection or that it was rectified and passed after touch-ups. They do not need an account to receive or view these updates.

Can we customise the checklist items or task deadlines?

Yes, the workflow steps can be adjusted by describing the change in plain English or editing the steps directly in the workflow editor. This makes it possible to add, remove, or reword checklist items, or change the painter and inspector task deadlines to match your business's typical turnaround times. Earlier versions of the workflow are kept, so changes can be reviewed over time.

What information is captured on the record versus on individual tasks?

Information entered on tasks the workflow waits for, such as the painter's rectification details and the inspector's re-inspection result, is saved directly on the inspection record. This means the full history of checklist results, touch-up items, rectification photos, and re-inspection notes is visible in the record's timeline. Table views and dashboards can then show these records by their current status, such as Submitted, Rectification, or Complete.

How is the job status tracked from submission to close-out?

Each inspection is created as a record with a reference number and moves through statuses such as Submitted, Complete (Pass), Rectification, and Complete (Rectified) as the workflow progresses. This status, along with the record's timeline, gives an at-a-glance view of where any job stands without needing to check emails or chase staff. Each business should confirm how this status history meets its own record-keeping needs.

Do customers need to log in or create an account to take part?

No, customers interact entirely through the emailed acknowledgement and result notifications sent during the workflow. They receive their job reference and outcome updates directly by email without needing to set up any account or credentials.