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A handover report with the customer's signature on the phone

ServisBook creates the handover report straight from the order and issues it as a PDF. Parties, tasks, photos and equipment check results are taken from the order, answers from the checklist filled in by the technician have their own block, and the customer signs the report on site with a finger on a phone or tablet.

No printing and scanning. After closing, the PDF is frozen and later changes to the order no longer change it. You send it to the customer by e-mail with one click.

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The report is built from data already on the order

The template determines which blocks the report consists of and in what order. On the order, in the Reports tab, you choose a template and a draft filled with live data is created: a header with number and date, parties including company ID and VAT number, order information, logged tasks, answers from checklists filled in by the technician, photos, notes and signatures.

  • Logged tasks show prices only when you turn that on in the template.
  • The Equipment and checks block lists the check result and the next due date for each piece.
  • Custom fields, free text with terms and signature blocks can be added to the template more than once.
  • The app offers the template marked as default first.

Schematic preview: a report built from blocks: parties, tasks, checklist, equipment and signatures.

A finger signature right at the customer

At the report on the order you tap Sign. The customer and the technician sign with a finger on a phone or tablet, or with a mouse on a computer, and the signer's legible name is entered with the signature. The signature is inserted into the PDF together with the name and date.

  • Who signs the report, for example for the supplier and for the customer, is set by the template.
  • When needed, you take the signature again with the Sign again button.
  • With status automation turned on, a signed report switches the order to completed.
  • A technician with the assigned-only permission has the report signed on their own orders.

Schematic preview: signing the handover report with a finger on the phone.

The technician fills in checklists at the appointment

A checklist is a list of questions the technician fills in for a specific appointment: a handover, calibration or safety check. It is filled in for each appointment separately, so five annual services on one order have five fill-ins, each with its own date and answers. The report has the filled-in answers in their own block.

  • Questions can be yes/no, a number for measured values, text, a choice of options, a date, a time or a photo.
  • You mark a question as mandatory and the app lists unanswered mandatory questions for the technician.
  • The template attaches itself to appointments with selected tasks. The dispatcher can also add or remove it on the appointment by hand.
My day on the phone with the Air conditioning installation handover report checklist at the appointment
The real ServisBook mobile interface on sample data: a checklist at the appointment in My day. Click to open the full screenshot.

In the look of your paper form

If your customers are used to your paper form, the report from ServisBook can look the same, field by field. We prepare a form based on your template to order; the setup is not included in the subscription price and is billed at an hourly rate according to the terms and conditions (Art. 6.4). The technician fills it in on the phone like an ordinary form, and fields taken from the order carry a “from the order” label, so they know what they do not have to write out. The company logo and stamp fit on the paper just as on the original.

The second way is letterhead. In Settings → Handover reports you upload a PDF, PNG or JPG in A4 portrait format up to 3 MB and the report content is typeset over it. With a two-page PDF the first page goes under the first page of the report and the second under all the others. The Test PDF button shows the result with your paper without a practice order.

Draft, closing and a new version

Until the report is closed, it is a draft filled with live data from the order. Closing freezes the PDF: a document the customer has been handed must not change its content afterwards. When a different one is needed, you generate a new one. Replacing the letterhead does not change reports that are already closed.

A company can turn on amending of closed reports. The admin can then add prices and rates from the office, a new version of the PDF is created and the previous one stays among the order attachments.

Sending it to the customer by e-mail

After a report is closed, the app offers to send it. The e-mail with the PDF attached is pre-filled with the branch contact's address, otherwise the customer's, and goes out with one click. You can remove or add addresses, send a copy to yourself and read the subject and text in the preview exactly as they will be sent. A report can also be sent later, again or to another address.

For every closed report you see whether and where it was sent, and the order log records who sent it to which address. You edit the subject and text of the e-mail in Settings → Advanced → Automatic e-mails.

What belongs in the report

What a report on work performed should contain and how it differs from a handover report and an inspection report is discussed in the article What a report on work performed should contain. A paper template to download is in the article Service report: a template to download. How the report fits into operations is shown by the industries Service and installation and Inspections and periodic checks.

Handover reports and checklists are included in the price like all other features, see pricing.

Related features

Mobile for technicians

The technician opens a browser, sees their day, starts work and logs the tasks performed.

Recurring services and inspections

Customer equipment with inspection intervals. The overview shows what is due and what is overdue.

Orders and history

Attachments, internal notes and a record of every change in one place on the order.

Questions

Frequently asked questions

Does the report have to be printed and scanned?

No. The customer and the technician sign with a finger on a phone or tablet, or with a mouse on a computer. The signature is inserted into the PDF together with the signer's name and the date.

Can the report look like our paper form?

Yes. We prepare a form based on your template to order, field by field, including logo and stamp; it is billed at an hourly rate. At no extra cost you upload letterhead as a PDF, PNG or JPG in A4 format and the report is typeset over it.

Can a signed report be changed?

Its content cannot. Closing freezes the PDF and later changes to the order do not change it; when a different one is needed, you generate a new one. With amending of closed reports turned on, the admin adds prices and rates and a new version is created; the previous one stays among the attachments.

What if we use neither reports nor checklists?

Both are modules and the admin turns them off in Settings → Modules. Their tab then disappears from the order. Turning them off deletes nothing, and after turning them back on everything returns as it was.

Who manages report templates?

The admin, in Settings → Handover reports. A technician does not change the template; on their orders they fill in the report and have it signed.

How does the report get to the customer?

After closing, you send it by e-mail as an attached PDF; the contact's address is pre-filled. The report then shows whether and where it was sent, and you can send it again.

Hand over work with a signature on the phone

Create an account, turn on handover reports and try the signature on your own order.

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