Compose the email template that accompanies the job report PDF sent to your customers. Additionally, you can set the email to send automatically under certain conditions to aid automation and reduce manual job admin.
A well-written job report email, sent along with the job report PDF, ensures transparency and professionalism. It provides a detailed job report, confirming the work completed, time spent, and any parts used.
How to access the job report email template setting
➡️ Go to your Profile icon → Choose Settings → Locate Email templates in the Categories menu → Click View next to job report email template.
Manage the job report email template
How the job report email is sent
Select your preferred method for sending the job report, whether it is sent manually or automatically, depending on job/appointment status. Select one of the following options:
Don't automatically send the job report: This option means the job report email must always be sent manually by a user.
Automatically send the job report when the job is marked as complete: The email will trigger as soon as the job is marked as complete.
A job is maked as complete when:
A mobile user updates the job status to completed, FOC, raises a final invoice.
A web user manually completes the job, raises a final invoice, or marks it as FOC.
Automatically send the job report when the diary event is marked as left: The engineer/technician has updated the appointment status to left.
You can set the job report to automatically send when the appointment has been updated with the following negative statuses:
An engineer rejects the diary event
An engineer aborts the diary event
An engineer no accesses the diary event
⚠️ The job does not need to be completed to trigger the job report email.
⚠️ If the appointment is in he past and it is actioned with the listed negative statuses, the job report email will not be triggered.
After selecting your sending option, remember to save your changes or proceed to composing the email template.
Composing the email template
Compose an informative email to accompany the job report PDF.
Compose email subject: This is the first thing your customer will see. Make it clear and concise, indicating the purpose of the email (e.g., "Your Job Report from [Your Company Name]").
You can use tags to dynamically insert information like the job number or customer name.
Compose email body: Write the main content of your email here. This should include a friendly greeting, a brief summary of the attached job report, and any other relevant information or next steps for the customer.
Save your changes.
Click here to see an example job report email template
Click here to see an example job report email template
Subject:
[job_contact_name], Your job report is attached - Commusoft Plumbing & Heating
Body:
Hello [job_contact_name],
Thank you for hiring Commusoft Plumbing & Heating.
I’ve attached your [job_description] job report associated with job no. [job_no] to this email. We will keep this on file in our records, additionally, please keep it safe for your own records too.
For any questions, please don’t hesitate to call us on 02030266266 or email us at [email protected].
💡For more information on using tags, see our article on Using Tags in Communication Templates.
Common questions
💭 How long does it take for the job report email to send?
Once the selected condition is met, the job report will begin to generate and will be sent once completed. All data required on the job report must sync to the web first, then it will be used to create the PDF following the options selected in the Job report PDF layout settings.
It may take some time to send, especially if the report includes images, as this can take longer for the data to sync.
💭 How can I confirm if the email was sent?
When the email is sent, it will be logged in the communication timeline on the job record. If there is no record in the communication timeline, and the customer has not received the email, contact the Client Services team for assistance.
Example use cases
💡 A plumbing company sets the job report email to send automatically when a job is marked as 'complete'. This ensures customers receive a detailed report of the work done immediately after the engineer leaves the site, improving customer satisfaction and reducing follow-up calls.
💡 An HVAC business configures the email to send when the diary event is marked as 'left' by the engineer. This is particularly useful for jobs that might not be fully completed on-site but require a report of each visit.