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Documenting work: photos, reports & sharing

Capture geotagged photos, mark them up, generate a branded visit report, and share a live, no-login link with your client.

Files the client provides to assist with completing the visit — work orders, site drawings, instructions, are stored on the Files tab under Client Provided Files.

Items that you as the tech need to provide to validate your work are uploaded and saved under the Files tab and the Technician Deliverables section — the home for the photos, paperwork, and files that prove the work was done.

Service Envoy turns those into verifiable documentation: photos that know where and when they were taken, a one-click branded report, live updates you can share with your external customer, and search that finds any photo by what it shows.

Take a photo — with location proof

On a site visit's Deliverables section, tap Take Photo. Your device camera opens, and the photo is saved straight to the visit — no fumbling with a file picker. At the moment you take the shot, Service Envoy records the phone's GPS location and time, then compares that location to the client's site address and shows a badge on the photo:

Why it matters: a location- and time-stamped photo is proof the technician stood at the site when the work was billed — useful for client confidence and for backing you up if a visit is ever disputed. Location is captured only on the Take Photo (camera) path, not on files chosen from the photo gallery, because a photo picked from the gallery later can't be trusted to reflect where it was taken.

Deliverables can always be added

The Upload Deliverable button stays available at every stage of a site visit — after submission, after approval, after billing, and after the visit is fully closed. Work gets forgotten and clients come back weeks later asking for one more photo; there is no window that shuts and leaves the technician unable to answer.

Every deliverable records the date and time it was uploaded, shown in the Uploaded column. A file added later is visibly added later, which is exactly what you want if a visit is ever queried — the honest record beats a gap.

Before a visit is submitted for approval, technicians can delete their own uploads. On every kind of site visit — one staffed by your own employee, a marketplace technician, or your Private Network — the technician can delete deliverables they uploaded. On a marketplace or network visit, anyone at the technician's company can remove files their company uploaded. Technicians can never delete anything in Client Provided Files.

What closes is removing them. Once a visit has been submitted for approval, the assigned technician can add deliverables but can no longer delete or replace them: at that point the deliverables are the record the invoice and the payment are being judged against. Your own team keeps full control and can still delete or reject a deliverable that shouldn't be there.

Marking deliverables missing or incomplete

The Client Deliverables status on a site visit records whether everything you needed actually arrived. Setting it to DELIVERABLES MISSING or DELIVERABLES INCOMPLETE blocks payment approval on that visit until it's resolved — so a job with documentation still outstanding can't be approved on autopilot.

You can set it at any point, including after the visit has been submitted or billed. It saves on its own the moment you pick a value — there's no Save button to hunt for, which matters because the page's Save button disappears once a visit is in flight for approval.

When the technician then uploads what was missing, the status moves to DELIVERABLES UPDATED and we email you so you can check what arrived. Payment approval and invoicing stay blocked. It deliberately doesn't jump to "complete" — the system knows a file arrived, not whether it's the right one, and an upload of the wrong thing shouldn't release anybody's money. That call is yours: set DELIVERABLES COMPLETE (or DELIVERABLES COMPLETE - LATE) once you've looked, and payment and invoicing both open up.

Flagged deliverables block invoicing as well as technician payment. While a visit is marked missing or incomplete, Invoice Site Visit on the visit and Create Invoice on the parent ticket are both greyed out, with the reason shown beside them. Because one invoice covers every site visit on a ticket, a single flagged visit holds the whole ticket — there's no way to bill around it. Viewing an invoice you've already sent is never blocked: the flag is about what you bill next, not about hiding what already went out.

Let your customer report what's missing

The people who most often notice a missing photo are the ones who asked for the work. When you create a share link — for a project or for a single site visit — you can tick Let them report missing deliverables. This option is only offered to the company that owns the site visit. An outside technician working your visit can still share their deliverables, but can't give anyone the power to hold or release their own payment. Your customer then gets a "Something's missing from this visit" button on the shared page.

Reporting one does exactly what your own team marking it does: it emails the assigned technician what's missing in your customer's own words, holds the technician's payout, and blocks payment approval and invoicing until it's resolved. They're asked for their name, their email, and what they were expecting and didn't get — a report with no explanation is refused, because a technician can't act on "something's wrong".

They can clear it too. Once everything they need has arrived, Everything's here now marks the deliverables complete and releases the payment. They're the party paying for the work, so if they say they've got what they needed, that's the answer — and it's a stronger reason to invoice than your own team ticking a box. Your own staff can always override either way from the site visit's Client Deliverables field.

The badge shows either way. Whenever a visit's deliverables are flagged — by you or by them — the shared page shows it, so a customer looking at a short set of files can see you already know. That alone heads off most "is something missing?" emails. Visits that aren't flagged show nothing at all.

It's off unless you turn it on, per link. A share link usually opens for anyone holding it, so the ability to freeze a payment never switches itself on — and ticking it on a new link never affects one you sent last month.

Require a photo as a task

When you build a visit's task checklist, you can add a Photo Required task — separate from the general File Upload task. A File Upload accepts any document (a PDF, a spreadsheet, a photo). Photo Required asks specifically for a picture of the finished work: it leads with Take Photo, and if the technician uploads instead of shooting, the picker is limited to images. Use it whenever a client needs visual proof, not just a checkbox. Technicians can complete it right in the check-out flow.

Mark up a photo

Any photo deliverable has an Annotate button (the pencil). It opens a simple editor where you can draw arrows, circles, freehand marks, and text labels — for example, circling a damaged panel or labeling a port. Saving creates a new marked-up copy and keeps the original clean, so you always have both. The annotated copy shows up alongside the original in Deliverables and travels with the report and any share link.

Generate a Site Visit Report

Click Visit Report in the Deliverables section to produce a branded PDF of the visit in one step. It includes your company header (from your W-9 profile), the visit summary, check-in/check-out times, the completed task checklist, notes, and a grid of the visit's photos — each with its on-site location stamp. The report is saved to Deliverables like any other file, so you can email it or include it in a share link.

Share a site visit with an external customer, no login

To open it, click the Site Visit Actions button at the top of the site visit page and choose Sharing Options. It creates a private web link an external customer can open with no account and no login. Tick each thing the link should show:

Below those are the two things the link can let them do: Share tech times for approval and Let them report missing deliverables. Tick only what this customer needs. Anything you leave unticked is never sent to the page at all, not just hidden.

Because everything beyond the technician's files can show contact details or visit detail to someone with no login, only back-office roles can tick those items: Owner, Admin, Project Manager, and Accounting. Technicians, and an outside company working your visit, can share the deliverables. They open Tech Actions at the top of the site visit and choose Sharing Options, up to 30 days after the visit's work.

Each link exposes only that one visit, nothing else in your account. Links expire after 30 days, and you can revoke any link instantly from the same dialog. Each link in the list says what it shows and how many times it has been viewed. Links created before Sharing Options keep showing exactly what they always did.

Client defaults and editing a link. The boxes start ticked the way the client's Sharing Defaults say (client record, Defaults and Requirements tab), and you can change them for this visit before creating the link. A client can also be set to share every new site visit automatically; those links appear in the list as Automatic (client sharing default). Edit beside any active link changes what it shows and allows on the same URL, so your customer doesn't need a new link.

Sharing from a ticket, project or site

Requiring an emailed code. Tick Require an emailed code to open and the page asks for an email address and a 6-digit code the first time someone opens it on a new phone or computer, so a forwarded link alone won't open it. Only people you email the link to from here, the client's contacts and your own team can get a code. Each active link has the same switch, and Opened by under it shows who has entered a code.

Tickets, projects and sites have the same Sharing Options, and a site visit shows a blue Shared badge beside its status whenever any link covers it. Sharing with Your Customer covers every way to share in one place: sharing a whole ticket, Sharing Defaults, what your customer never sees, and how long each kind of link lasts.

Email the link without leaving Service Envoy

Every active link has an Email button beside it. Tick as many of the client record's saved contacts as need it, and type any other address and click Add, so a one-off recipient is never blocked by your contact list being out of date. Each person gets their own email with the same link. Add an optional message and send.

This exists because copying a URL and switching to your mail client is exactly where a share link ends up never actually sent. If a link was created before this feature, it has no Email button — its URL can't be recovered, so revoke it and create a new one.

Find any photo — instantly

Every photo you add is automatically described by AI shortly after it uploads (you'll see a short caption appear beneath it). That makes your photos searchable: click Search Photos and type what you're looking for — "patch panel," "rooftop," "damaged cable" — to find matching photos across your visits and jump straight to them. Captioning runs quietly in the background and never slows down taking a photo.

Quick reference

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