Record a field service visit: problem, diagnosis, work done, parts, time on site and customer signature.
A clear service report answers the customer’s questions before they ask and gives the office what it needs to bill.
Record time on site from actual arrival and departure, and travel separately if you bill or pay it differently.
16 items. Keep it on a tablet, or print a copy for the clipboard.
An HVAC technician finds a failed capacitor in a rooftop unit, replaces it and tests cooling. The report records 1.5 hours on site, the part number and a recommendation to clean the coils next visit.
The service report is the proof of what was done when a customer questions an invoice or a manufacturer reviews a warranty claim. Recording the serial number, parts and test result on each call builds the equipment’s repair history for the next technician.
| Customer and address | Riverside Dental, 300 Main St, Boise |
|---|---|
| Equipment and serial | Air compressor AC-50, serial 77812 |
| Reported problem | Not reaching set pressure |
| Diagnosis | Worn intake valve, leaking |
| Work and parts | Replaced valve kit VK-50; leak tested OK |
| Time | On site 10:15 to 11:45 (1.5 h); travel 25 min |
| Close | Drain auto-valve aging, quoted for next visit; signed by Sue |
The aging drain valve is quoted rather than replaced, because the customer only approved the reported repair on this call.
It confirms the work and time.
Yes, separately.
Before and after photos help.
Apps speed up billing.
A callback is a return trip for the same fault within a short time after a repair. Mark it on the new report with the date of the original call. A pattern of callbacks on one model or one tech shows where parts or training need attention.
Yes. If the tech finds something beyond the reported problem, write the price and get the customer’s signature or written OK before doing it. That one line prevents most invoice disputes.
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Use the service call report for the record you need today. To see who clocked in, and when, book a demo of EZTime.