Performing Inspections
The inspection tool in ServiceProfessional lets you document a vehicle's condition directly on the ticket — item by item, with status ratings, measurements, photos, and notes. Results are saved to the repair order and shared with the customer automatically through their portal.
This guide covers everything you need to perform an inspection from start to finish.
Overview
Inspections in ServiceProfessional are template-driven. Your service manager sets up the inspection templates (categories and items) in Settings. When you're at the vehicle, your job is to work through each item and record what you find.
Each inspection item has up to four inputs:
Input | What it's for |
|---|---|
Status rating | Pass / Caution / Fail / N/A — the core finding for the item |
Measurement | A numeric value (tread depth in 32nds, brake thickness in mm, etc.) — only on items configured for it |
Photo | One or more photos attached directly to that item |
Comment | A free-text note visible to your service writer and the customer |
Step 1 — Open the Inspections Tab
Open the repair order for the vehicle you're inspecting. At the top of the ticket, click the Inspections tab.
[Image to re-upload: InspectionsTab.png — Inspections tab on ticket]
If no inspections have been added yet, you'll see an empty state with a Search or browse Inspections bar at the top.
Step 2 — Add the Inspection
Click inside the Search or browse Inspections field and type the name of the inspection, or browse the list that appears. Select the inspection you want to perform.
[Image to re-upload: InspectionSearch.png — Search and add inspection]
The inspection card will expand below the search bar, showing all its categories and items. A confirmation message will appear at the bottom of the screen.
Note: If you don't see the inspection you need, check with your service manager — the template may need to be activated in Settings → Inspections.
Step 3 — Start the Inspection
At the top of the inspection card, click ▶ Start Inspection.
[Image to re-upload: StartInspection.png — Start Inspection button]
This puts the inspection into an active state. Two things change:
Each item now shows a camera icon and a comment icon to the right
A Submit Inspection button appears at the bottom of the form (grayed out until required items are completed)
Step 4 — Rate Each Item
Work through the items category by category. For each item, click one of the four status buttons:
Button | Meaning | When to use it |
|---|---|---|
✓ Pass (green) | Item is in good condition | No issues found |
△ Caution (orange) | Item is borderline or marginal | Approaching wear limits, monitor soon |
✗ Fail (red) | Item has a problem | Safety concern, needs repair or replacement |
− N/A (gray) | Not applicable | Item doesn't apply to this vehicle |
[Image to re-upload: InspectionItemRating.png — Inspection item with status buttons]
Items marked with a red asterisk ★ are required — you must rate them before the inspection can be submitted.
Entering Measurements
Some items (like tread depth or brake thickness) include a measurement field alongside the status buttons. Enter the numeric value in the field provided — the unit label (32nds, mm, inches) is shown next to the field.
[Image to re-upload: InspectionMeasurement.png — Measurement field on inspection item]
You can rate the item and enter a measurement independently — entering a measurement does not automatically set the status, so make sure to click a status button as well.
Step 5 — Add Photos (Optional but Recommended)
To attach a photo to an item, click the camera icon on the right side of that item's row.
[Image to re-upload: InspectionPhotoIcon.png — Camera icon on inspection item]
This opens a file picker. Select one or more photos from your device. Photos are attached directly to that inspection item and will appear in the customer's portal alongside the rating.
Tip: Photos are especially valuable on Caution and Fail items — they give the customer visual proof of what you found and make it easier to approve recommended repairs.
Step 6 — Add Comments (Optional)
To leave a note on a specific item, click the comment icon (pencil/lines icon) to the right of the item.
[Image to re-upload: InspectionCommentIcon.png — Comment icon on inspection item]
Type your note in the field that appears. Comments are visible to your service writer and to the customer in their portal. Use them to explain findings in plain language — for example: "Front left at 3/32nds — below the 4/32nds recommended replacement threshold."
Step 7 — Submit the Inspection
Once all required items (marked ★) have a status rating, the Submit Inspection button at the bottom of the form becomes active.
[Image to re-upload: SubmitInspection.png — Submit Inspection button]
Click Submit Inspection to finalize the results. After submitting:
The inspection card shows a completed status indicator
Results are immediately visible to the customer in their portal
Your service writer can see all findings and use them to build repair recommendations on the ticket
Note: You cannot edit an inspection after submitting. If you need to make a correction, let your service writer know — they can remove the inspection and you can re-add and re-submit it.
Multiple Inspections on One Ticket
A single ticket can have more than one inspection. For example, a vehicle might get a Multi-Point Inspection and a PA MV-431 Safety Inspection on the same visit. Each inspection has its own card on the Inspections tab with its own Start and Submit workflow.
Tips
Work item by item, top to bottom. Templates are ordered to follow the logical path around the vehicle — front to back, under hood to undercarriage.
Rate everything, even if it's fine. A full set of green checkmarks tells the customer their car is in great shape and builds trust. Leaving items blank looks incomplete.
Photos on fail items speed up approvals. Customers who can see the worn brake pad or cracked belt are far more likely to authorize the repair the same day.
Use Caution strategically. Caution (orange) is the right call when something isn't urgent but the customer should watch it — it prompts a conversation without alarming them.
Don't submit until you're done. You can save your progress and come back to it, but once you click Submit the results are locked.
Frequently Asked Questions
Where do I find the inspection after it's been added to the ticket?
It's on the Inspections tab of the ticket — separate from the Services tab. Click the Inspections tab at the top of any ticket to see all inspections for that repair order.
I can't find the inspection template I need in the search.
The template either doesn't exist yet or has been deactivated. Ask your service manager to check Settings → Inspections and make sure the template is active.
Can I fill out the inspection without clicking Start?
No. You must click ▶ Start Inspection first. The status buttons are visible before you start, but they are not interactive until the inspection is formally started.
The Submit button is grayed out.
At least one required item (marked ★) hasn't been rated yet. Scroll through the inspection and look for any items without a selected status button.
Can I add photos after submitting?
No — once submitted, the inspection is locked. Add all photos before you click Submit.
Do customers see the inspection right away?
Yes. As soon as you submit, the results appear in the customer's portal — including the status ratings, any measurements, photos, and comments you added.
What's the difference between Inspection Results here and Inspection Records in Reports?
These are two separate things. Inspection Results (on the Inspections tab) are the item-by-item findings for a vehicle's condition. Inspection Records (in Reports) are the official jurisdiction sticker log — a compliance record of which state forms (MV-431, MV-480, etc.) were issued or voided. You'll only see Inspection Records if your shop performs state-mandated inspections.