A deficiency is found, noted on page four, and never becomes a quote. The customer calls a competitor to fix it.
In InspectSync a deficiency is a record, not a line in a PDF. It is attached to the building and the asset, it carries a type, and it stays open until a later visit verifies it corrected. Everything below follows from that.
Steps
- The technician records the finding. A failed answer on the inspection form creates the deficiency, with the failed value, the question text, photos and separate internal and customer-facing notes, against the asset it was found on.
- The report carries it, and so does the building. The deficiency appears on the inspection report the office sends to the customer, and on the building's record in CRM, where it stays open regardless of how many reports mention it.
- The Quote Queue holds it. When the office reviews the completed inspection it marks how many quotes the job needs, and the job waits in the Quote Queue in the Jobs module until that many quotes exist, so the office can see at a glance what has been found and not yet quoted.
- A service quote is priced from the catalog. Catalog, custom and inventory items are priced with the office's margin rules and the margin visible; the deficiencies it covers are attached; the quote is rendered on your own template and sent from the office or from the technician's phone.
- The customer accepts. The customer opens the quote from the email link or the portal, sees the PDF, and accepts or rejects it, and the response is recorded with their name and email. A quote the technician submits for review passes through the office first.
- The quote becomes a service job. The accepted quote creates the service job with the items, the building and the pricing already on it, linked back to the quote and ready for Dispatch.
- The work is done and verified. The technician completes the service visit. On the next inspection of that building the technician records an observation on the deficiency, and it closes when it is verified corrected.
- The job is billed. The completed service job lands in the Billing Queue and is invoiced with the work performed carried over; the payment is recorded against that invoice.
Why this loop matters
The deficiency-to-quote loop is the highest-margin work in a fire protection company, and the easiest to lose. Making the finding a record that the office can see, price and schedule is how InspectSync keeps it.
Where to look in the product
- Jobs module: Inspections, Deficiencies, Quote Queue, Services, Service Quotes, Dispatch and the Liability Map.
- Quoting: service quotes priced from the catalog.
- Billing module: the Billing Queue and invoices created from the job.