Site Assessments
Site Assessments helps your team document pre-job conditions, access notes, hazards, measurements, and recommendations before work starts.
When to use this
Use Site Assessments when estimators or technicians need a structured survey before quoting or starting field work. It is especially useful for HVAC, plumbing, electrical, remediation, and other trades where existing equipment, access constraints, hazards, or code issues can change the scope.
Good candidates include:
- Pre-sale walkthroughs where the office needs a permanent record before building the estimate.
- Replacement jobs where equipment age, condition, model, and access notes matter.
- Sites with crawl spaces, attic access, gate codes, tenant restrictions, or parking limits.
- Jobs where hazards, code violations, or special materials need to be flagged before dispatch.
Before you start
- Confirm Customers is enabled, because assessments are meant to be tied back to a customer record.
- Enable Site Assessments from Settings → Features or the Marketplace if it is not already available.
- Decide who is allowed to create drafts and who is responsible for final review.
- Gather the customer name, property address, related job title if one exists, and the technician or estimator who performed the assessment.
Create a site assessment
- Open Site Assessments.
- Select New Assessment.
- Enter the customer, conducted-by name, assessment date, property address, and related job title when available.
- Fill in the equipment section with existing system details, condition, and approximate age.
- Add measurements, access notes, hazards, code violations, observations, and the recommended scope.
- Add estimated hours and internal notes when they help the office plan labor or follow-up.
- Save the assessment as a draft.
Draft assessments stay editable while the team is still gathering information.
Review and finalize
The Site Assessments page shows summary tiles for total assessments, drafts, finalized assessments this month, assessments with hazards, and assessments with code violations. Use the status tabs and search box to find the right record.
When the assessment is ready:
- Open the draft from the assessment list.
- Confirm the customer, site, equipment, risk, and recommendation details are accurate.
- Use Finalize to lock the assessment as the reviewed record.
Finalizing is best used after the estimator or office manager has reviewed the scope. Keep the draft open if the field team is still collecting details.
What to keep current
- Customer and property address.
- Related job title when the assessment belongs to a specific job.
- Existing equipment details, condition, and age.
- Measurements and access notes that affect labor or material planning.
- Hazards, code violations, and special safety concerns.
- Recommendation and estimated hours.
Tips
- Ask technicians to record hazards and access problems in the assessment instead of burying them in informal notes.
- Use consistent language for equipment condition so the office can compare assessments quickly.
- Review assessments with code violations before scheduling work or promising a firm scope.
- Keep customer-facing promises out of internal notes unless your team intends to share them later.
Troubleshooting
I do not see Site Assessments
Open Settings → Features and confirm the plugin is enabled. If the page is still unavailable, confirm the plugin is included in the account plan.
The page is empty
An empty page usually means no assessments have been created yet. Select New Assessment to start the first draft. If your team expects existing records, check the search text and status filter first.
A draft should not be finalized yet
Leave it as a draft until the estimator or office reviewer confirms the findings. Finalize only when the assessment should become the reviewed field record.