Property inspections done on the phone. Reports in the inbox the moment they're submitted.

A US property inspection and audit company. They inspect luxury condominiums, 55+ "active adult" communities and commercial multi-tenant buildings. An office admin assigns the work, and field specialists carry it out on site.

Every inspection is a long checklist. The company's three checklists held 124 items between them, from fire door latches to bin storage. They lived in a spreadsheet.

A checklist in a spreadsheet can't make sure the work gets done properly. Nothing forces a photo, explains a failed item or gets the report to the property manager.

• Proof was easy to skip. Nothing made a specialist take a photo or explain a failed item.
• Reports took manual work. Findings and photos had to be put together into a report and emailed by hand.
• Scheduling was hard to see. The owner wanted inspections that weren't booked on a property's required days to show up on the dashboard.
• No single view of the team. There were no specialist IDs, licence copies or per-person records in one place.

The client's own rules: "Photo's must be required unless the item is 'Not Applicable'" and "If an item is marked as 'Failed' then a comment must be provided."

We understood the problem, then picked the platform that fits. We built a custom inspection app with two sides. The office gets a full desktop view. Specialists get a phone app that installs on the home screen.

• Checklists for each property type. Three ready-made audits (luxury condo, 55+ community, commercial multi-tenant) with 124 items. The admin can add, edit and reorder items at any time.
• Pass, Fail or N/A on the phone. A photo is required on every item except N/A, and a comment is required on every Fail. The specialist can't submit until every item is complete.
• Reports that send themselves. On submit, the app builds a branded PDF report and emails it to the property's contact, with the office copied. The office can re-send it at any time.
• Scheduling and assignments. The admin picks a property, a checklist, a specialist and a date. The specialist gets an email right away. If a visit is cancelled, the specialist is told why.
• Nothing lost if the phone dies. Answers are saved on the phone as the specialist types. If the battery dies, they pick up where they left off.
• Team records in one place. Every specialist has an ID, a profile with their licence on file, and a small dashboard of their work.

• 124 checklist items moved out of a spreadsheet and into three ready-to-use audits.
• Reports go out on their own. The branded PDF is built and emailed the moment a specialist submits, with no report writing.
• No incomplete reports. A report can't be sent with a missing photo or an unexplained Fail.
• Locked records. Once an inspection is submitted it can't be changed. Later checklist edits only affect new inspections.
• Owned by the client. The app runs on the company's own web address and accounts.
• Every change from the client's demo review was built, including renaming the field role to "Operational Continuity Specialist" and retitling the report "Operations, Asset and Logistics Report".

11 days from first build to live on the client's own web address, with further rounds of changes after launch. Delivered: admin dashboard, properties, checklist builder, scheduling and assignment, the specialist phone app, photo capture, PDF reports with automatic email, assignment and cancellation emails, team profiles with ID and licence upload, password reset, and phone and desktop layouts.