02
Arrive on site
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Take arrival photo (proof of presence)
Auto-tagged: timestamp + GPS + project ID
Auto-tagged: timestamp + GPS + project ID
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Greet crew & review on-site permit/plans
03
Efficiency
This gate avoids double-entry on the ~80%+ of projects where PSoW matches ABSoW.
System presents PSoW:
“This project has: UND-PUSH (12 piers), ANC-WALL (8 anchors). Is this what was installed?”
“This project has: UND-PUSH (12 piers), ANC-WALL (8 anchors). Is this what was installed?”
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Does PSoW match what’s installed?
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Yes (~80% of jobs)
PSoW = ABSoW confirmed
Hardcoded values auto-populate
Hardcoded values auto-populate
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System prompts only for field-observation data (depths, locations, rod lengths, photos)
No — Changes
Report what changed:
Product removed · Qty change · Product swap · Product added
Product removed · Qty change · Product swap · Product added
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System records delta → becomes ABSoW
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Walk through revised product list
04
For each product in confirmed/revised SOW:
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Upload photos specific to this product
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Enter ABSoW data points (varies by product — see sidebar reference)
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For qualifying products: “How many production days?”
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Note any discrepancies between permitted scope and installed work
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Repeat for each product in SOW
05
Are ALL SOW items for this appointment accounted for?
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Yes — All Complete
Outstanding items? (drive logs, photos)
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None
Inspection closes
Project → Field Complete
Project → Field Complete
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Auto cert validation runs → if passes → Ready for Cert
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Enters Jacob’s review queue
Items Needed
Auto-RFI to Scheduler
(drive logs, photos)
(drive logs, photos)
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Inspection closes
SLA starts on fulfillment
SLA starts on fulfillment
No — Partial SOW
Follow-up already scheduled?
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Yes
Next inspection picks up remaining SOW
No
Auto-RFI to Scheduler: schedule follow-up
06
UND product requires drive log data
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Can you get the drive log on-site?
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Yes (photo of handwritten log)
Upload photo via WhatsApp
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System OCR/parses → data to SmartSuite
No (crew not finished)
Auto-RFI to Scheduler:
“Upload drive log for Project X, UND-PUSH”
“Upload drive log for Project X, UND-PUSH”
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RFI escalates daily if unfulfilled
07
Hybrid approach: Quick capture in the field as you inspect each product, then structured review/confirm at the car before closing out the appointment.
During inspection: capture photos per product
Tagged: project ID + product code + timestamp
Tagged: project ID + product code + timestamp
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At car: system prompts structured review
“Confirm all photos for UND-PUSH uploaded?”
“Confirm all photos for UND-PUSH uploaded?”
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Close out appointment
07b
Closeout is per line. When you close a stop, the system lists the project’s scope lines (fee lines and Production Day lines are left out) and asks you to mark every one of them. It is always asked and never assumed — even on a job that went exactly to plan.
| Mark | What it means | What the system does |
|---|---|---|
| Inspected | You saw it and it is per plan | Line is inspected. As-built = the permitted quantity, or the count you enter. Production days are apportioned over the inspected UND / ANC / BRC lines. |
| Not present | The item does not exist yet — we were called too early | Line is flagged post-production at closeout: 2× on the invoice, add-ons inherit it, PRD-DAY stays 1×. One RFI opens for the project. No fee. |
| In progress | It exists, the crew is mid-work | Same as Not present. |
| Deficient | It is finished and it fails — depth, spacing, missing components, not per plan | Same as Not present, and the RFI states the deficiency. Say what is wrong; the eventual return is a re-inspection. |
| Covered | The work was already covered when you arrived — backfilled, poured, closed up | That line converts in place to post-production (2×). #ops gets a post naming exactly which lines converted, so it can be corrected before the invoice goes out. Photograph what you can still see and note what was covered. |
Nothing is billed at closeout. A flagged line costs the client nothing until it resolves — the fee attaches to how the line resolves, never to why you left. None of the five marks is a failed inspection.
Flagged lines (Not present, In progress, Deficient) are not inspected lines. The visit is completed either way, but the project does not advance to Field Complete until every line has been inspected.
Closing out in #field
Answer in the stop’s thread as you always have — “done,” “built as permitted,” “need to come back.” The bot then replies with the numbered scope list and asks you for the marks. Reply on one line:
1 inspected, 2 not present, 3 covered— a mark per line numberall inspected— when everything on the list was there and per plan
If you leave a line out, it asks again for that line. After the marks it asks for production days, whenever a UND / ANC / BRC line was marked Inspected and you have not already given them.
Unchanged
“No show” / “no one home” still goes down the No Access path (section 08). That is a visit you could not perform, not a closeout.
Closing out on unlikely.pics
The closeout page on unlikely.pics shows the same scope lines with the five marks as buttons — tap one per line, add a note on anything Deficient, then enter production days. It is the same closeout either way; use whichever surface you have signal for.
Pier logs
Mark a UND line Inspected and the system checks for a pier log. If there is none on file, a pier-log request posts straight to the branch production channel addressed to that branch’s scheduler, with the upload link and the job link. You do not have to chase it from the driveway — it fires from your closeout, not just from the nightly sweep.
How a flagged line gets resolved
Two ways, and only one of them costs the client anything:
- Photos arrive. The crew sends photos of the finished item. Open that line on unlikely.pics and mark it Verified from photos with the date the photos came in (Jacob and Dustin can do the same from the portal). The line is then certified from that documentation and the field report prints “Verified from contractor installation documentation received MM/DD/YYYY.” Nobody goes back out; no fee.
- A return visit is scheduled. The line flips back to the normal 1× rate and a $350 Return Visit is added, carrying your closeout reason (work not ready / crew not finished / deficiency re-inspection) and the original inspection date. Production jobs are the exception — there the production days already cover the trips.
When the last flagged line on a project is resolved, the closeout RFI closes itself.
The “Needs another visit — request follow-up” button is gone. Marking a line Not present, In progress or Deficient is how you ask for a return now — it opens the RFI to the branch scheduler by itself. And if a second visit is already on the calendar when you close out, the flagged lines resolve against that visit immediately and no RFI is posted.
Stops you haven’t closed out yet
A stop isn’t finished until it’s closed out and its photos are on file. Two reminders make sure none slip:
- 6:30 PM, the same day — each of today’s stops that is still open gets a “still open” line in its #field thread.
- 7:00 AM, every weekday after — one post in #field that tags you and lists every earlier stop (last 30 days) that is still open, or was closed out with no photos on file. Each line says what’s missing — the close-out, photos, the pier log with its pier count — and carries the stop’s unlikely.pics link. It repeats every weekday morning until each stop is done.
Open the link, upload what’s missing, and close it out. If the visit didn’t happen, flag it on the same page so the office can rebook.
Changed 9/28
A stop that isn’t closed out no longer puts the project on hold. The overnight check used to do that automatically, which also dropped the job from your morning schedule. Now you get the 7 AM list instead, and the project stays live.
08
Route change alert via WhatsApp
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Updated schedule with new address/time
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Navigate to new appointment
Arrive on site — no crew / no access
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Report missed appointment via WhatsApp
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System auto-tags → trip charge fee applied
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Jacob & Dustin notified
What to report when a visit doesn’t go to plan (visits on/after 2026-09-20). Say which of these it was — the office sets the billing flag on the visit from your report, and the reason and date print on the client’s invoice:
- No Access / Not Ready — you arrived and could not inspect: no crew, locked site, work not ready. Marking the visit No-Show bills the full scheduled visit fee ($600 minimum) and opens the reschedule RFI.
- Covered on arrival — the work was already covered (backfilled, poured, closed up). Mark those lines Covered at closeout (section 07b): each one converts in place to post-production at 2× and #ops is told exactly which lines converted. Photograph what you can see and note what was covered.
- Work not ready — do not ask for a follow-up; mark the line Not present, In progress or Deficient at closeout. That opens the RFI. A $350 Return Visit is charged only if a return trip is actually scheduled — photos that close the item out cost nothing — and the reason on the fee comes from your mark. Production jobs are the exception; their production days already cover the trips.
- Late cancel — they called it off after 2 PM ET the business day before (for a Monday visit, that is Friday 2 PM), before you rolled. $600, recorded by the office from the Cancel button — you just report what happened. Before the cutoff it is free.
None of these is a failed inspection. Never record a no-access or not-ready visit as a fail — a fail goes on the certification trail; these are billing outcomes only.
Goal state: By the time you pull out of the driveway, the system has everything needed to draft a cert and invoice — photos, SOW confirmation, field measurements, production days. Any gaps trigger automatic RFIs to the client’s Scheduler.