Photos, video, voice notes and extra workUpdated
Your record of what you found and what you left, and getting extra work approved before you do it.
Written 30 September 2026 · updated 9 October 2026
What is said in this recording
Job evidence is your account of the job: what it looked like before you touched it, what you found along the way, and how you left it. Extra work is for when it is more than was quoted — it gets priced and approved before you do it, rather than argued about on the invoice.
Step by step
- 1
Three buttons on every job: Photo, Video and Voice note.
Each one on the card itself, at any point in the job. Not just at the end — before you start is the only moment you can ever take a before photo.
- 2
Take as many as you like in one go.
Pick several at once rather than going round four times, and you can mix them — two photos and a voice note is one entry.
- 3
A voice note is often the quickest.
Fifteen seconds of talking beats typing with cold wet hands, and what you say is usually the most useful thing on the whole job.
- 4
Or just write a note.
“The isolation valve was already seized when we arrived” is evidence. Nothing is required, and a note on its own is a complete entry.
- 5
It knows when you are.
Before you start it files it under Before work; once the clock is running, During job; once finished, Completion. You can change it if you are writing something up out of order.
- 6
For work beyond the quote, add it as extra work.
Describe it and price it, the same way a quote line works.
- 7
Show them what you found, in the same form.
Photo, video, voice note or a note, underneath the price and before you send. These ones DO go to the customer — they appear on the page they approve it from, which is the difference between a price and a reason.
- 8
Send it to the customer to approve.
They get a link on their phone, see what you found and approve it there. You have it in writing before you start.
Worth knowing
It is not called evidence on your screen
The record IS evidence — it is what the business shows if somebody disputes the work. But nobody wants that word on their phone while they are being asked to photograph a boiler, so the buttons just say what they do.
The three buttons on the job card never reach the customer
Anything added with Photo, Video or Voice note on the job itself is internal until somebody in the office picks it and sends it. Photograph the state you found something in without worrying that the customer will see it by accident.
The one exception, and it says so on screen
What you attach INSIDE the extra work form is sent with the request, because its whole job is to show the customer what they are being asked to pay for. That form says so above the buttons. If you want a photo kept internal, add it with the buttons on the job card instead.
A declined job still keeps your photos
If the customer turns the extra work down, the photos you took stay on the record, still attached to what you asked for. That is the point of them.
Your business may price it rather than you
Some businesses set it so that whoever is on site describes the work and the owner or the office puts the price on. If yours does, the form says so and there is no price box — describe it, photograph it, and send it. Don’t quote the customer a figure yourself: whatever the office sends would contradict it. Others let you pick from the business’s own price list, which still lets you get the answer while you are there.
Extra work needs a quote behind the job
A job that came from a quote can take extra line items. A recurring visit has a single price rather than line items, so there is nothing to add them to.
Record video in MP4 where you can
On an iPhone, Settings, then Camera, then Formats, then Most Compatible. Otherwise the office may get a video their browser cannot play — it is still saved, and still downloadable, but it is a nuisance.