Arbeitsrapporte — Work Reports Guide

What it does

Work Reports capture what was actually done on a job site — with line items, custom fields, photos, and a client signature drawn directly on the screen. Field workers fill them out on a phone or tablet, the client signs, and a PDF is generated and emailed automatically.

The module supports two workflows:

• Ad-hoc — a worker creates a report on the spot from a template, checks off items, fills in any custom fields, collects the client's signature, and the office imports the report into an invoice later.
• Offer-based — an accepted quote is converted into a work report with line items pre-populated. A shift is also added to the worker's schedule so they can see the job.

How to set up

1. Build your product catalog — go to Products. Work report line items come from the catalog. Each product has a code, description, default unit, and price.
2. Build work report templates — go to Work Reports > Templates > New. Add line items from the catalog (or as free-text rows) and define any custom fields the worker needs to fill in on site (text, number, dropdown, checkbox, or multi-line text).
3. Configure work report settings — go to Organization > Work Reports. Set whether photos are optional or required, how GPS location is handled, and configure the default email subject and body for completed reports.

Daily use

Ad-hoc reports

1. The field worker opens Work Reports > New on their device, picks a template, and works through the items — checking them off, filling custom fields, and adding photos if enabled.
2. The worker hands the device to the client, who signs on the signature canvas. The worker taps Complete.
3. The PDF is generated, the client receives it by email, and the report is marked as completed.
4. Later, the office opens Invoicing > New Invoice, selects the client, and imports the work report's items via Add work-report items.

Offer-based reports

1. The office sends a quote to the client via Invoicing.
2. The client accepts the quote from the public link.
3. The office clicks Create work report on the accepted quote. Line items are copied from the quote, and a shift is added to the worker's schedule.
4. The worker executes the report exactly as in the ad-hoc workflow — filling in details and collecting the signature.
5. The office imports the completed report into an invoice.

Works together with

• Products — the catalog that provides line items for both templates and individual reports.
• Invoicing — completed reports flow into client invoices via the "Add work-report items" tab.
• Offers — the offer-based workflow auto-converts an accepted quote into a pre-populated work report.
• My Shifts / Shift Planning — the offer-based workflow creates a shift on the worker's schedule so they can see the job.

Tips

• Templates are copied at creation time. Editing a template does not change reports already created from it. Each report is a snapshot of the template at the time it was created.
• The client signature is technically optional. If the client is unavailable, the worker can still complete the report. The PDF will note that the signature is missing.
• Deactivated products still appear in old reports to preserve history. They just won't appear as options when creating new reports.
• Cancelling a signed report requires a written reason and admin-level access. A cancellation watermark is added to the PDF for audit purposes.
• Work reports require a network connection. There is no offline mode — workers should make sure they have connectivity before starting a report, especially in remote locations.
• If GPS capture is set to required, the report cannot be submitted if the worker has not granted browser location permission. Test on the actual deployment device before going to site.
• Photos are stored securely and are not accessible via direct URL — they are included in the generated PDF.