SK 
EN for inspections and inspection technicians
A system for the inspection technician that watches deadlines instead of you
Inspections have a trait most services do not: they repeat at a fixed interval. Whoever keeps a record of that interval has work planned years ahead.
A custom system for an inspection technician starts at €1,400 and the first version is usually ready within a week. It keeps records of equipment and sites with a separate deadline for each type, flags upcoming dates a month ahead, generates a report from a template with prefilled data, and issues an invoice straight from the job.
Why the inspection technician has an empty calendar
The client watches the deadlines
And usually does not. The inspection happens late, or only once the insurer or an inspectorate asks for it.
Every type of equipment has a different deadline
Electrical, pressure vessels, lifting equipment. Without a record you cannot hold it in your head.
The report is written from scratch
You open the last one, rewrite the address, and part of the data stays from the previous client.
You do not know who is overdue
There is no overview of where a deadline is coming up or has passed, so you cannot even call.
What such a system contains
Records by site and equipment with a separate deadline for each type. This is the core of the whole thing: the record turns into a work plan, not a list of contacts.
A reminder a month before the deadline, with the option to contact everyone whose date is coming up at once. The difference between waiting for the phone and having a plan for the quarter ahead sits right here.
A report from a template with prefilled data about the site and the equipment, which you create on the spot and send by email. It removes the risk of a sentence from the previous client staying in the document.
An archive of reports tied to the site, so when a client asks for a copy after two years, you find it in a few seconds by address and not by date.
An invoice straight from the job with a payment QR code. Inspections often mean smaller amounts, and that is exactly where it pays off most to have the payment go out right away.
- First inspection A record of the site and equipment is created, with type and deadline.
- Deadline by type The date counts itself, each piece of equipment has its own interval.
- Reminder and outreach You call, a month ahead, and you can plan your capacity.
- Report and invoice They go out from the spot and the deadline moves to the next period.
What stands behind it
I have not yet built directly for an inspection company. The closest is Kotle CRM, where watching deadlines and invoicing from the job are already done. What is different are the requirements of inspection reports and the deadlines for the individual types of regulated equipment, and that is exactly the area where your expertise is irreplaceable; I would need to go through it with you.
The closest finished system is a CRM for boiler servicing, where reminders for the annual service and the chimney inspection already run. So it is the same job, just from a service company point of view.
The first working version came together in 3 hours and the invoice with a payment QR code goes out in one click. The process for an inspection company would be the same: first break down how you work today.
Frequently asked questions
Can you get our forms into it?
The template yes, including prefilled data about the site and equipment. You stay responsible for the professional content and for compliance with regulations; the system just stops losing paperwork and rewriting the same thing.
We do several kinds of inspections at once.
That is common and the system accounts for it. The deadline is a property of the equipment type, so one site can have three different dates and each one runs on its own.
There are two of us technicians. Is it not too big for us?
With two people the biggest value sits in the record of deadlines, because you cannot hold it in your head even with one. The system can be made smaller and cheaper.
How much does it cost?
From €1,400. Further development from €330 a month with no commitment and it can be stopped at any time. The code, the database and the access are yours.
Do you know how many clients have a deadline coming up?
Tell me how many sites you have on record and how you watch deadlines today. The system tells you in advance whose deadline is coming, and you call before the client does. The first call is free.
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