Solar maintenance inspection report Workflow

Why should we automate solar inspection reporting instead of managing it manually?

Manual inspection reporting often relies on spreadsheets, email chains and verbal handoffs, which makes it easy for a report to reach a customer before it has been properly reviewed. This workflow assigns the review task to the service manager automatically, tracks the decision and comments on the record, and only emails the customer once the report has moved to an approved status. It reduces the coordination effort needed to keep inspectors, managers and estimators aligned on where each report stands.

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

Time is saved because the service manager review task, the revision loop, and the customer email are triggered automatically rather than chased manually across email threads. Each report carries a reference number, status and timeline, so staff spend less time answering 'where is this report' questions. The estimator task for repair or cleaning quotes is created automatically when recommended, reducing the chance that follow-up work is forgotten.

Who is involved in reviewing and approving an inspection report?

The inspector submits the initial report through the request form, and the service manager is assigned a review task due in 2 days to approve it or request changes with comments. If changes are needed, the inspector is assigned a follow-up task due in 1 day to update the defects found and recommended work, and the report returns to the service manager for another review. Once approved, the report status changes and the customer is emailed automatically.

What happens if the service manager requests changes to the report?

When the service manager marks the review as changes needed, the report status is set to Revising and the inspector is assigned a task showing the reviewer's comments. The inspector updates the defects found and recommended work, which is saved to the record, and the workflow then returns to the service manager review step automatically. This loop can repeat until the report is approved.

How is the customer notified once the report is approved?

Once the service manager approves the report, the status is set to Report Sent and the customer is emailed the overall condition, generation versus expected percentage, defects found and recommended work. The customer receives this by email without needing to log into an account. The full report content and status remain visible on the record's timeline for staff reference.

What triggers the repair or cleaning quote task, and who handles it?

After the report is emailed to the customer, the workflow checks the Repair or Cleaning Work Recommended field. If the answer is Yes, the status is set to Quote to Follow and the estimator is assigned a task due in 3 days to prepare a repair quote, with the workflow continuing without waiting for that task to finish. If the answer is No, the report status is set to Closed.

Can we customise the fields captured on the inspection request form?

Yes, the request form fields such as panel condition, string readings, inverter error log and generation versus expected can be adjusted to match what your inspectors record in the field. Changes can be made by describing the change in plain English or by editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed over time.

Can the review and revision deadlines be changed?

Yes, the due dates on the service manager review task and the inspector update task, currently set to 2 days and 1 day respectively, can be adjusted to fit your team's working pace. This is done by editing the workflow steps directly or by describing the desired change in plain English. The same applies to the estimator's 3-day quote preparation task.

How does the workflow keep track of report status and history?

Each inspection is created as a record with its own reference number, and its status moves through stages such as Report Review, Revising, Report Sent, Quote to Follow or Closed as the workflow progresses. Table views and dashboards display records by status, and the record's timeline logs what happened at each step, including the review decision and comments. Businesses should confirm their own record-keeping obligations for inspection and maintenance documentation.