Service reports with photos

Operations

Operations

Add-on

Service reports with photos

Proof of work, ready for your customer.

The problemCustomers ask what was done, and the photos sit on phones where nobody can use them.

The resultPhotos from the visit become one report with a checklist and supplies check, shared as a PDF or a link.

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Example with sample data. Nothing here is real.

What you can do

  • Build a report for a job: a site survey, finished work, a turnover, or an issues report of photos you pick and comment, with AI rewriting your notes in the customer's language
  • Review every report in one archive and filter by status, date, staff or property
  • File photos that were taken without a job onto the right visit later
  • Choose how photos find their job: by place, by place and time, or by time
  • Add written sections for different readers and share the PDF by link or QR code
  • Let the assistant suggest photo roles and captions, then confirm them yourself
  • Delete a report that was made on the wrong job (owners and admins)

Who can use it

Needs the Service Reports add-on.

You need the Service Reports extension installed for the business. The office builds and shares reports and field staff add photos. Only roles with the delete-report permission, owners and admins in the standard roles, can delete a report. Photo matching is set in Settings by people who may manage business settings.

Ask Heyva AI

  • Show the report for yesterday's turnover

  • Which photos are still waiting to be filed?

  • Which reports failed this week?

Questions

Does the customer see every report?
No. A report is first rendered, and the customer sees it only once it is published. Reports you ask for yourself are published. Reports made automatically when a job is completed are published only if they hold evidence, such as a photo, a ticked checkpoint or a written section.
Why can I not upload files in the report builder?
In the portal report builder, picking files from your computer, including video files, is limited to people allowed to correct a past job: owners and admins in the standard roles. In the Heyva Team app, staff whose role allows it can also add photos from the phone gallery.
What kinds of report are there?
An inspection is a site survey that can lead to a quote. A before and after report documents finished work and is attached to the invoice. A turnover report covers a changeover between guests, with before and after galleries, the checklist and the supplies check. A visit with more than 60 photos is published as a web report only: your customer opens it from the link or QR code and sees every photo. Building a PDF from that many photos takes minutes, so it is optional. Tick "Also make a PDF" before you create the report and the PDF follows a few minutes later.
Can I remove a wrong photo?
Yes. Removing a photo hides it from the visit, its report and the customer's pages. It is not deleted, and the office can still see it. A photo can also be moved to another visit of the same business.
Can I undo deleting a report?
No. A deleted report leaves the workspace, the customer's app and its share link at once. The record is kept internally for audit, but no screen brings it back.
Can a workflow react when a report is ready?
Yes. A completed report is a workflow trigger. It carries the number of photos, so a workflow can act differently on a report with no photos.

In more detail

A report is the visit told in photos. It is built for one job, can be reviewed before it goes out, and reaches the customer as a PDF, a link or in their own app.

For AI agents

Heyva AI and connected assistants can do this with these tools:

  • heyva_list_service_reports
  • heyva_get_visit_report
  • heyva_get_visit_report_document
  • heyva_list_visit_photos
  • heyva_list_photo_index
  • heyva_create_photo_export
  • heyva_list_unfiled_captures
  • heyva_file_captures_to_visit
  • heyva_manage_visit_photo
  • heyva_set_service_flow_kind
  • heyva_delete_service_report

About AI agents and MCP

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Last reviewed 2 November 2026