Check job card quality and flag what needs attention
Give your managers a clearer view of job card quality. Build Concierge reviews descriptions, photos, standards and materials, records the findings and flags gaps to the people who can act on them.
Check job card quality and flag what needs attention
A completed job needs a clear record of what happened. Build Concierge reviews completed job cards against your standards, rates four areas and saves the findings against the job.
When the overall rating is poor, management receives the details and the engineer can receive a text explaining what needs attention. A poor materials rating separately alerts accounts to check for missing item records.
Your team gets specific findings to act on, with less time spent reading through job cards to find the gaps.
The work is finished. Is the job card clear enough?
Your office relies on job cards to understand what happened on site, answer customer questions and prepare invoices.
But reviewing them properly means checking more than whether the engineer has filled in the form.
Does the description explain the work? Do the photos support it? Are the materials recorded? Does the detail meet the standard you expect for that type of visit?
When the office is busy, those checks are difficult to apply consistently:
- A brief description leaves someone guessing what was done.
- Missing or irrelevant photos leave a gap in the evidence.
- A replaced part is mentioned but never identified in the material records.
- Engineers receive a general request to improve their paperwork without knowing what to change.
Build Concierge brings those checks together and gives your team a clearer starting point for follow-up.
From completed job card to a recorded review
1. The completed job card starts the review
Your job management system emails the completed job card to Build Concierge.
The workflow reviews the job cards included in your agreed setup.
2. The job’s information is brought together
Build Concierge reads the job card alongside the relevant job information: the original scope, job type, time on site, completion status and whether another visit is needed.
It can also use financial lines, purchase orders and invoices, including relevant records across the job group, to understand what has already been recorded.
3. Four areas receive a rating and a comment
The review covers work description, photos, standards and materials.
Each rating comes with a comment explaining the finding, giving your team something specific to check.
4. The review is saved against the job
Every job card processed by the workflow receives a note containing the ratings, comments and a summary.
The record is saved whether or not an alert is needed.
5. Findings reach the right people
When the overall rating is poor, management receives an email with the ratings, comments and a link to the job. Where engineer feedback is enabled, a short text explains what needs attention.
A poor materials rating triggers a separate email to accounts to investigate possible missing or under-recorded items.
Your team reviews the findings and decides what needs correcting.
Four checks, with the visit kept in context
- Work description
Is the description clear, and does it explain the work carried out against the original scope?
Where another visit is needed, the review considers what happened during the visit being assessed.
- Photos
Does the job card contain relevant photographic evidence for the visit, including before-and-after images where expected?
The review considers what the photos contribute to the record, alongside the other job information.
- Standards
Does the job card meet the requirements you have agreed for that type of work?
Your business defines the information and evidence a useful job card should contain.
- Materials
Where materials appear to have been used, is there evidence of the actual items?
The review looks for supporting detail in stock fields, stock tables, financial lines and purchase orders. A “Yes” answer to “Materials used?” does not, by itself, identify what was fitted.
- What about visits where no work was possible?
Access failures and revisits are considered in context.
If an engineer could not gain access, the review should reflect what could reasonably be recorded that day. Missing work photos are not automatically treated as a gap when no work could take place.
Clearer findings for managers, engineers and accounts
- Managers get the detail behind an alert
An escalation includes the ratings and comments, with a link to the job. Your managers can see why the record needs attention before deciding what to do next.
- Engineers get specific feedback
A short text can explain what information is missing, making the request more useful than a general reminder to complete better paperwork.
- Accounts gets a separate materials check
If the materials rating is poor, accounts receives an alert to investigate whether items have been recorded and costed appropriately.
- The review stays with the job
The ratings and summary are available on the job record, giving your team a consistent place to find the assessment.
For example, a job card might say “part replaced” without identifying the part in the supporting records. A poor materials rating can flag that gap to accounts. If the overall job card rating is also poor, management and the engineer can receive their own notifications.
For a concise record of completed and outstanding work, explore automated job card summaries. That separate workflow also compares materials fitted with the job’s financial lines, highlighting gaps for your team to review.
Start with the level of follow-up your team needs
Record the review only
Save ratings, comments and a summary against each processed job without sending alerts.
This gives your team a way to check the results before introducing escalation.
Add management alerts
Email the nominated manager or office team when a job card receives a poor overall rating.
Include engineer feedback
Send the attending engineer a short text explaining what needs attention, using the mobile number held on their resource record.
Notify accounts about materials
Send a separate alert when the materials rating is poor, so accounts can investigate possible gaps in the item records.
The workflow reviews and reports on the job card. Your team and the engineer remain responsible for corrections and follow-up.
Set the checks around your standards
To get started, you need:
- A connected job management system, such as BigChange, Joblogic or Simpro.
- Completed job cards emailed automatically.
- Clear expectations for descriptions, photos and material records.
- Named recipients for management and accounts alerts.
- Engineer mobile numbers on resource records if you want text feedback.
Share examples
Show your Concierge Support team job cards that meet your expectations and examples that need more detail.
Include access failures and revisits so the review can account for those situations.
Agree what needs attention
Define the requirements for each review area and what should result in a poor rating.
Choose who receives each type of notification.
Test against recent jobs
Run recent job cards through the workflow and compare the findings with your team’s assessment.
Check that the comments are useful and the right issues are being raised.
Enable the follow-up
You can begin with review notes, then add management alerts, engineer feedback and accounts notifications once you are happy with the results.
Common Questions
It reviews four areas: the work description, photos, standards and materials. The job card is considered alongside relevant job and financial information, so the findings reflect the wider record.
This workflow uses ratings and comments for each area, with an overall rating. A poor overall rating triggers management escalation when that option is enabled.
Management receives an email containing the ratings, comments and a link to the job. If engineer feedback is enabled, the engineer also receives a short text explaining what needs attention.
Every job card processed by the workflow receives a note with its ratings, comments and summary. An alert is only sent when the relevant escalation condition is met.
No. This workflow reviews the record and reports its findings. Your team and the engineer make any corrections needed.
For help correcting spelling and grammar and applying your house style, see Engineer write-ups tidied before the client sees them. That is a separate workflow for improving the wording while preserving the engineer’s technical details.
The review considers the access failure and what was possible during that visit. It should not expect evidence of completed work when the engineer could not carry it out.
Yes. It looks for evidence of the actual items in records such as stock fields, financial lines and purchase orders. A poor materials rating sends a separate alert to accounts to investigate. It does not add charges or amend an invoice.
Yes. The review is configured around your job cards and the information you expect for the work. We test examples with your team before enabling alerts.
Yes. You can begin by saving the review as a note on the job, then add escalation and feedback later.
No. The review assesses the recorded information against your agreed criteria. Your team still needs to investigate gaps, apply professional judgement and arrange any required checks or corrective work.
Give your team a clearer view of job card quality
Get in touch with the Build Concierge team and we’ll set it up around the way you work.
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