Recommended, not restrictive. You can create an inspection directly when appropriate. For a typical client-facing inspection involving scheduling and an agreement, starting with a Work Order provides the most complete workflow.
Your inspection journey at a glance
01 · Create Work Order
Capture the property, client, services, and pricing details.
02 · Schedule Inspection
Offer appointment options or confirm the date and time yourself.
03 · Complete Agreements
Review the terms, obtain the client’s signature, and countersign.
04 · Conduct Inspection
Work through the property’s areas and rooms, capturing observations.
05 · Capture AI Findings
Use photos and voice notes to draft inspection findings.
06 · Review Findings
Check, edit, and approve findings before completing the inspection.
07 · Generate Reports
Generate and review the Summary Report and Full Report.
08 · Deliver to Client
Verify the final documents and recipients before sending.
Follow the recommended sequence
1
Create a Work Order
Begin when a client requests an inspection. Capture the property address, inspection type, services, client contact details, applicable fees and taxes, and any agent information. On a Team account, assign the Work Order to the appropriate inspector when prompted.Why this comes first: The Work Order keeps the information needed for scheduling, agreements, and the linked inspection together.Before continuing: Confirm the property, contact email, services, and final pricing are correct.Creating a Work Order · Work Orders Overview
2
Schedule the inspection
Choose the scheduling method that matches the conversation with your client:
- Send Time Options to Client if the client still needs to choose an appointment.
- Choose Date & Time Myself if the date and time have already been agreed upon.
3
Complete the inspection agreement
Review the agreement for the correct client, property, fees, and terms. Send it for the client’s signature, then complete the inspector countersignature step when prompted.Why this matters: The signing process is part of preparing a client-facing inspection, not something to assume has been completed when an appointment is booked.Before continuing: Confirm the agreement is Complete (Signed) and the Work Order indicates Inspection Ready. InspectIQ automatically creates the linked draft inspection as the agreement workflow completes.Inspection Agreements
4
Conduct the inspection area by area
Select Open Inspection from the ready Work Order, or find the inspection under Inspections. Work through the relevant areas and rooms. Update overviews and document observed conditions as you inspect.Recommended habit: Capture evidence while you are at the property, rather than relying on memory to reconstruct observations later. A finding is only needed where there is something relevant to report—not for every room.Conducting an Inspection · Areas & Rooms · Capturing Photos & Voice Notes
5
Use AI to draft findings, then apply your judgement
Add photographs and/or voice notes for the condition you observed, then use Generate AI Finding. Review the proposed title, category, severity, observation, and recommendation. Edit as needed and Approve Finding only when it accurately represents your inspection.Why this matters: AI helps draft the wording; the inspector remains responsible for the inspection conclusions.AI Findings
6
Complete your inspection review
Revisit the inspection workspace. Check that applicable areas and rooms have been reviewed, relevant findings are approved, and supporting photos and descriptions are accurate. Correct missing or inconsistent information before reporting.Before continuing: Ask yourself whether another inspector could understand the observed condition from the documented evidence and approved finding.Completing an Inspection
7
Generate, review, and finalize your reports
Open the Report Builder using Generate Report. Generate an AI-assisted summary if needed, review and edit its content, and save your changes. Preview both the Summary Report and Full Report before finalizing.Important: If inspection content changes after PDFs have been produced, use Regenerate Reports, then review the updated documents again.Generating & Finalizing Reports
8
Deliver the right documents to the right people
From the report preview, choose the Summary Report, Full Inspection Report, or both. Verify the email recipient, any authorized CC addresses, and the selected documents. Address any applicable payment or release requirements before sending.Your finish line: The report has been reviewed, the intended versions have been sent, and the delivery state can be tracked under Reports.Managing & Delivering Reports
Where inspectors save the most time
Set up defaults once
Configure your inspection areas, rooms, and preferences before starting new work.
Capture observations on site
Pair photos with clear voice notes while the condition is in front of you.
Review AI before approving
Use AI for drafting assistance, not as a substitute for professional judgement.
Double-check both reports
Review the concise summary and detailed full report before delivery.
Working without a connection?
InspectIQ’s offline workflow can help you continue documenting an inspection when connectivity is limited. Plan to reconnect and confirm synchronization before relying on the latest information for report preparation. Learn about Offline ModeWhat’s the difference between this guide and Your First Inspection?
- This guide explains the recommended order of operations, key decisions, and quality checkpoints.
- Your First Inspection walks you through the interface with screenshots and practical first-use instructions.