What the inspection report is
The inspection report is a structured record the salesperson completes for an estimate. It captures what they observed during the in-person walkthrough so the install crew can work confidently, avoid mistakes, and deliver a consistent customer experience. There is exactly one inspection report per estimate. The report is tied to a single estimate and the link is one-to-one — there is never more than one report for the same estimate. The report is organized into themed sections:- Scheduling & Job Setup
- Customer Profile
- Property Details
- Walkthrough Notes
- Roof Information
- HVAC Information
- Crew Notes
When the inspection report is available
The inspection report only appears when your workspace has the inspection-report feature turned on.- If the feature is off, the report step is skipped in the estimate wizard, and any attempt to open the report view sends the user back to the estimate breakdown.
- If the feature is on, the report is the final step of the estimate wizard, reached after the last work area. The button to advance into it from the items step reads Proceed to Report.
Who can create or change a report
Inspection-report access follows your workspace’s role permissions. See /reference/platform/permissions-roles-matrix for the authoritative breakdown, and /reference/platform/org-branch-scoping for how visibility is scoped to your organization.
- Create and edit: Admin, Ops Manager, Sales Admin, Sales Member, and Client Coordinator.
- View: scoped to the user’s own organization; most staff roles can read a report, and some roles are read-only.
- Delete: inspection reports are not deletable through the product; they are removed only by Menaia platform staff.
What the report records
The lists below note which fields are required before the report can be left. A few fields are required by the form even though the saved record itself would accept them empty — those are called out as “required in the form.”Scheduling & Job Setup
- Whether the customer is flexible on scheduling — required.
- An estimated number of days of work — required. This value lives on the estimate and is shown here. It is hidden when every selected item is a sub-contracted item.
- Whether anything needs to happen before the crews arrive (for example, sprinklers, abatement, or roof work) — required free text.
Customer Profile
- A description of the customer’s demeanor (for example, calm, detail-oriented, emotional) — required. Submitting it empty is rejected with “Customer demeanor is required.”
- What matters most to the customer (for example, cleanliness, air seal, rodents) — required in the form (“Customer concerns is required”). The saved record treats this as optional, so the requirement is enforced by the form rather than the stored data.
Property Details
This section mixes property-level questions (stored on the property) with several report fields.- Number of stories — required.
- The home’s total square footage — required; a whole number greater than zero.
- The attic’s square footage — required; a whole number greater than zero.
- The crawlspace’s square footage — required; a whole number greater than zero.
- An explanation of why the square footage differs between the total home area and each individual space (for example, vaults, two-story layouts, flat roofs, or half crawlspaces) — required free text.
- Estimated parking distance from the front door — required.
- Whether there are pet concerns the crew must know about — required.
- Special instructions for box-truck parking or property access (for example, gate code, lockbox) — required free text (“Special instructions is required”).
Walkthrough Notes
- Any visible damage seen during the walkthrough — required multi-select. The choices are: no pre-existing damage, ceiling drywall cracks, wall cracks or chips, baseboard chips, floor scratching, light-fixture damage, driveway stains, broken attic lid, broken attic ladder, front-yard damage, and other.
- A free-text description of any damage selected above — optional.
Roof Information
The roof questions are all optional — fill in the ones that apply:- Roof material — asphalt shingles, clay tiles, cement tiles, woodshaker, metal, torch down, rubber, or other.
- Roof age (consult with client) — under 5 years, 5–10, 11–20, over 20, or client unsure.
- Roof condition — good, fair, or needs replacement.
- Roof decking type — plywood, slates, or none.
- Whether the roof is walkable — yes or no.
- Whether the customer wants a full roof inspection — yes or no.
HVAC Information
- Customer comfort level — optional; high, moderate, or low comfort.
- HVAC age — optional; same age choices as roof age.
- HVAC system condition — optional; good, fair, or needs replacement.
- Air-ducts condition — optional; good, fair, or needs replacement.
- Whether the customer wants a full HVAC or furnace inspection — optional; yes or no.
Crew Notes
- Free-text notes about what is unique about the job or home (for example, the home layout, tight spaces, hidden attics, or a detail-oriented homeowner) — required, and capped at a maximum length. Leaving it empty is rejected with “This field is required,” and exceeding the cap with “Crew notes must be N characters or fewer.”
- Crew notes have an optional AI assist:
- Enhance with AI appears when notes already exist.
- Suggest with AI appears when notes are empty but other context is present (demeanor, concerns, special instructions).
- The AI control is unavailable when there is neither notes nor context, and it is hidden entirely in read-only view.
- If AI enhancement fails, an “Enhancement failed” message appears and the notes are left as they were. An applied AI suggestion can be undone.
Completion and submission rules
Required-field gate
To advance past the report, the required fields must be filled. If validation fails, the named error messages above appear and navigation is blocked. Required-but-empty selections and free-text fields each surface their own specific message.
The report saves with the estimate
The report is not submitted on its own — it is saved as part of saving the estimate, and only when the inspection-report feature is enabled. If the report save fails, the whole save fails with “Failed to save inspection report.”
One report per estimate
Saving creates the report the first time and updates the same one thereafter. Because it is keyed to the estimate, there is never more than one.
Locked once the estimate is Sold
An existing report cannot be updated once its estimate is in the Sold state. The save is rejected with “Cannot update a report with a Sold estimate.”
The estimate must exist
Saving a report for an estimate that cannot be found (or that is not in the user’s organization) is rejected with “Job estimate not found.”
Read-only viewing
- An existing estimate that is not In Progress, or the dedicated report-viewer mode, opens the report read-only: a print-style summary (job name, salesperson, date, client info, work details) with a Print button, every field disabled, and the photo-upload controls hidden.
- In read-only mode, the wizard deliberately skips required-field validation when paging through, so an older report saved before a field became required can still be viewed.
- Reports saved before the current question set was introduced keep showing their original question set when viewed read-only (including the earlier questions about scheduling factors, special materials, occupancy, obstacles or hazards, and structural features). Opening such a report to edit switches it to the current questions, and saving upgrades it to the current version.
- On a read-only report, the Roof Information and HVAC Information sections are hidden when they hold no answers, so an older report that skipped them is not shown padded with empty sections.
- To make changes to a read-only estimate’s report, set the estimate back to In Progress from the estimates list. Attempting to edit while read-only shows “This estimate is read-only. Change its status to In Progress from the estimates list to make changes.”
Related AI estimate review
When the AI-calculator feature is enabled, the inspection report’s contents are fed into an automated estimate-quality review that can surface info, warning, or error notes and item suggestions. It returns no warnings when the estimate looks fine. This review is advisory only and does not block submission.Quick reference
- One inspection report per estimate, captured by the salesperson during the walkthrough.
- Create or edit: Admin, Ops Manager, Sales Admin, Sales Member, Client Coordinator. Reports are not deletable in the product.
- Available only when the inspection-report feature is on; it is the final step of the estimate wizard.
- Saved with the estimate, never on its own; required fields are enforced by the form before the report can be left.
- Locked once the estimate is Sold; opens read-only for any estimate that is not In Progress.
- Roof and HVAC sections accept photos and videos, hidden in read-only view.