Reviewing Field Notes

Overview

Field Notes provide valuable communication between your field team and office staff throughout the life of a Job.

Reviewing Field Notes helps you understand what happened on site, identify issues early, monitor job progress and ensure important information is captured before invoicing or scheduling further work.

Field Notes can be created from an Enquiry, Opportunity or Job and may include written notes, photographs and purchase receipts.

Opening Field Notes

To review Field Notes:

Open the relevant Enquiry, Opportunity or Job.
Select Field Notes.
Review the notes in chronological order.

Field Notes are shared between the office and field, allowing everyone involved to stay informed.

Reviewing Notes

Read each Field Note carefully to understand what occurred on site.

Look for information such as:

Progress updates.
Work completed.
Site conditions.
Customer requests.
Delays or access issues.
Recommendations for future work.

These notes often provide valuable context when reviewing Worksheets, Daily Labour Summaries or preparing invoices.

Reviewing Photos

Photos attached to Field Notes provide a visual record of the work completed.

Photos may be used to:

Record site conditions before work begins.
Document work in progress.
Capture completed work.
Record defects or damage.
Support customer enquiries.

Review attached photos alongside the written notes to gain a complete understanding of the Job.

Reviewing Purchases

Technicians may attach receipts or record purchases made during the Job.

Review these entries to confirm:

The purchase was necessary.
The receipt has been attached where available.
The costs have been recorded correctly.
Any reimbursable expenses are processed appropriately.

Where applicable, these purchases may also need to be considered when preparing the customer invoice.

Following Up

Field Notes often identify work that requires further action.

Examples include:

Variations requested by the customer.
Additional work identified on site.
Defects requiring repair.
Follow-up visits.
Safety concerns.
Customer questions.

Review these items promptly so they can be actioned before the Job is closed.

Before Closing the Job

Before marking a Job as complete, confirm that:

All important Field Notes have been reviewed.
Attached photos have been checked.
Any recorded purchases have been processed.
Customer requests have been addressed.
Any required follow-up work or variations have been created.

Best Practice

Review Field Notes regularly while a Job is in progress.
Encourage technicians to include clear, descriptive notes.
Use photographs to support written observations.
Follow up customer requests and identified variations promptly.
Treat Field Notes as the primary communication record between the office and field.

Using Field Notes
Reviewing Daily Labour Summaries (DLS)
Reviewing Worksheets
Job Variations
Creating an Invoice