Inspection Reports
Review AI-drafted inspection reports, refine clauses through chat, attest and issue certified customer-facing reports, and build proposal lines from findings.
Manage inspection reports
View generated reports, monitor preprocessing and generation status, review AI-drafted clauses, accept clauses individually or all at once, correct clauses manually, answer or dismiss open questions, refine reports through AI chat, restore prior versions, preview PDFs, download working copies, attest and issue certified customer-facing reports, download final emissions, and build offer or proposal lines from findings.
Report generation lifecycle
Report generation moves from frozen inspection evidence to a reviewed document that you can deliver to a customer.
| Stage | What happens |
|---|---|
| Preprocessing | The system freezes answers, grades, notes, media references, transcripts, and evidence placement into an evidence bundle. The report also receives a frozen template snapshot. |
| Generation | AI drafts one report block for each finding or item. A prose pass may improve the narrative, while regulated fields such as grades, measurements, standard references, and evidence references remain unchanged. |
| Review | You review clauses and accept, correct, or refine them. Only unreviewed inferred clauses block issuance. |
| Attestation | Certified reports require attestation after all inferred clauses have been reviewed. Attestation applies to one specific report version. |
| Emission | You can preview or download a working copy at any time. The customer-facing branded PDF becomes available after the applicable review and attestation requirements pass. |
Monitoring report status
The report status shows whether preprocessing is complete and whether generation is still in progress. A report starts in drafting while the system prepares its evidence bundle and generates the first version, then becomes ready when version 1 is available.
The system checks your inspection AI allowance and quota before drafting begins. If drafting cannot start, resolve the allowance or quota issue before retrying generation.
Reviewing AI-drafted clauses
Each clause includes a source that shows how its text was produced:
- Capture: Grounded in inspector evidence.
- Inferred: Derived by AI or the report template.
- Inspector: Manually corrected by an inspector.
Only an inferred clause without a review timestamp blocks report issuance. You can accept an inferred clause without changing its wording, or correct it when the text needs to change.
AI-generated suggestions are drafts. Review the clauses before issuing the report, even when the wording looks correct.
Review and accept a clause
Read the clause against the finding and its supporting evidence. Accept the clause to mark it as reviewed without creating a new report version.
Accept all outstanding clauses
When the remaining inferred clauses are accurate, accept them all at once. The report can proceed to issuance after no inferred clauses remain unreviewed.
Correct a clause manually
Replace or delete the clause when it is inaccurate or incomplete. A manual correction creates a new report version, and the corrected clause must be reviewed in that version.
Review stamps carry forward for unchanged clauses when you create a later version. If the wording changes, review the changed clause again.
Open questions
Open questions surface evidence gaps instead of allowing the report to invent an answer.
- Placement questions: Evidence could not be grounded to a specific finding.
- Media-failure questions: A media item was excluded, failed transformation, or timed out. Each question identifies the affected media so you can retry it.
- Content questions: A finding has a grade, but the template requires evidence that does not support the grade, such as a required photo.
Answer a question to create an instruction for AI refinement, or dismiss it when no further action is needed. Resolve media-failure questions through the media retry flow. You cannot resolve them by entering a text answer.
Unresolved questions carry forward during refinement and are deduplicated by media item or finding. Answered and dismissed questions do not continue as unresolved questions.
Refining with AI chat
Use natural-language instructions to improve report prose without changing regulated facts. Each instruction can contain up to 2,000 characters.
Refinement creates a new report version when the wording changes. If the result is byte-for-byte identical to the current version, the system does not create a duplicate version.
The chat history is saved with the report. Each instruction that produced a new version is stored with that version, together with the AI's working trace for it. When you reopen the report, the chat shows one exchange per version, including manual corrections and restores.
AI chat refinement adjusts prose only. It does not change grades, numbers, measurements, standard references, clause count, or the structure of the report.
Restoring prior versions
Version history lets you inspect earlier report content and restore a previous version. Restoring does not overwrite history. It creates a new latest version from the selected historical content.
Review any clauses that changed in the restored version before issuing it.
Previewing and downloading
Use the PDF surface that matches your task.
| PDF type | When to use it |
|---|---|
| Preview | Check the report inline while reviewing. Preview is always treated as a working copy and does not require attestation. |
| Working copy | Download a PDF during drafting or review. It is always available, marked as a working copy on every page, and does not require completed review or attestation. |
| Customer emission | Deliver the branded report to the customer. Certified reports require attestation, and all reports must have no unreviewed inferred clauses. |
The final customer emission is available as a PDF only. It records the download, and certified emissions also write a certified download audit.
Attesting and issuing a report
Attestation applies only to certified reports. Before you attest, review every inferred clause in the version you intend to issue.
Attestation is version-specific and irreversible. If you correct, refine, or restore the report afterward, review and attest the new latest version separately.
Members, admins, and owners with the Manage reports permission can attest reports that their own company owns. Non-certified reports do not require attestation, but they must still have no unreviewed inferred clauses before customer emission.
The attestation stamp on the issued report shows the name of the person who attested and the date, in the report language. In English it reads "Reviewed and issued by", followed by the name and the date. If the person has no name on their profile, the stamp shows their email address.
In a chain, only the company that owns the report can attest it:
- A chain member that performed an inspection owned by the head office can review and refine the draft, but cannot attest it. Someone in the head office attests and issues the report.
- Head office users who open a member company's own report cannot attest it. Someone in the member company attests it.
Review the report version
Open the version you intend to issue and resolve every unreviewed inferred clause. Correct or refine the report first if the wording is not ready.
Attest the certified report
Attest the reviewed version. The attestation is tied to that version and cannot be revoked or moved to another version.
Download the customer emission
Download the branded customer PDF after the review and attestation gates pass. The system pins the requested version, records the download, and returns the final PDF.
Building proposal lines from findings
Proposal generation starts with structured findings, not every paragraph in the report. A finding is eligible only when its template item has cost enabled and the inspection answer includes a grade.
Quantity comes from the number input on the item that has This number is the quantity to price the work at turned on in the template editor. A value above zero becomes the quantity, and the line is labelled Quantity from capture. If no number input has this setting turned on, or the value is missing, not a number, or zero or less, the quantity defaults to 1 and the line is labelled Quantity not stated so that someone can set it. The system does not infer quantity from the number of defects, photos, or similar evidence.
Evidence is selected in this order:
- Transcript evidence.
- Usable photos.
- Checklist answers.
The catalog matcher compares the finding’s component and action labels with active catalog items. When it finds a match, the proposed line uses the catalog item’s name, unit, price, and VAT rate, and stays linked to that catalog item. When it finds no match, the system creates a custom suggestion with a tenant-based price. Its unit is the Unit entered on the quantity number input in the template, or stk (pieces) when no unit is entered.
AI proposes lines that are linked to actual finding blocks. If the catalog is unavailable, the AI returns no usable lines, or the model pass fails, the system uses the deterministic matcher instead.
You can edit proposal lines before adding them to an offer.