Proof of service records for every visit
Every invoice backed by the visit that earned it.
Each stop comes back as a service record: the answers, the photos, the signature, and the time on site. The office bills from it, follows up from it, and sends it.
Every stop comes back as one of four records.
- Completed
- Ready to bill. Sites billed per visit or per trip are charged from completed records, and each record is linked to the invoice line that billed it, so a visit bills once. A service priced by the gallon bills the gallons written on the report.
- Partial
- A note lands on the job telling the office to check the billing before it invoices.
- Unable
- The job stays open with a follow-up task, the driver's reason, and the photo. It waits in Needs attention for someone to reschedule it. Auto-move never touches it.
- Damaged
- The driver's damage note and photos send the tagged unit to the workshop's intake list, and the record gets its own filter.
Every visit, one search away.
Service Records holds every completed stop: the record number, the service, the customer, the job it came from, and how it ended. Search by record, customer, or job number, filter to one outcome, and open or download any record as a PDF.
Work that never hit the schedule still gets a record. Log Service takes the service, the customer, the site and pin, who did it, the date, and the form, for the drive-by clean or the Sunday call-out.
The invoice shows its work.
Every invoice carries the visits inside its billing period: when, the service report, the GPS pin, the photos, the signature, the driver's notes.
The customer sees them in the portal, on the pay page, and in the invoice email, so the question gets answered before anyone calls the office.
One report, however it leaves the office.
The driver fills it in once. Every copy after that comes from the same record.
- Your letterhead
- Your logo and brand colors on every report PDF. The preview, the download, and the email attachment are the same document, not three versions of it.
- Time on site
- With a tracker on the truck, the report prints GPS verified on site with the arrival and departure times.
- The work
- Every answer, the photos, and the signatures, section by section, in the order the form asked for them.
- The customer's copy
- Fields you mark internal stay off the portal and the PDF the customer gets. The Proof of Service block at the end of the report, each photo with its time and GPS caption and the signature, is on every copy, because that is the point of it.
When the customer asks first.
Visits customers ask for from their portal wait in the Requests tab of your Inbox. The Requests button here opens them.
- A service visit
- Cleaning, a pump-out, an extra visit, or a repair, with the site, a preferred day, and an urgent flag when it can't wait. Schedule service opens a new job with the customer, site, and day filled in, and the customer is told the day.
- A problem with a unit
- Damaged, tipped over, full, out of supplies: the customer picks the unit from the ones at that site. Schedule a visit books the service job, and the request marks itself done when the visit is completed.
The supervisor gets the report.
The bookkeeper gets the bill.
Tick Service or Billing on each contact once. Reports go to the people who watch the site, invoices to the people who pay them, and a one-time send to an inspector never changes either list.
Questions operators ask
Which plan is it in?
Service Hub comes with every plan. Service reports, the forms and report PDFs, are part of Core and every plan above it.
Can a report prove the truck was actually there?
With GPS tracking on the truck, yes. When the truck crosses the fence around the site, the job is stamped with an arrival and a departure, and the report and invoice PDFs print GPS verified on site with the times. It comes from the truck's tracker, not the driver's tap. GPS tracking is on the Growth plan.
Does every customer get emailed every report?
Only when you send one. Reports are in the customer's portal once the stop syncs, and the office emails a report from the customer's Service Reports tab to the people ticked for Service.
My county wants its own form. Can it do that?
Yes. Upload the county's PDF in Settings, place its fields once, and bind them to the job: the owner, the address, the tank size, the gallons. Each job fills it, and what prints is the county's own form. Visits from before PortaPro can be added one at a time with Log Service, which takes a past date.
