Can I ask what you guys use to manage files and reports for your businesses? I’m looiking in to Spectora, but I thought I’d ask all you wonderful gentlemen…and ladies too.
I use 3D inspection software to produce my reports.
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Could you be a bit more specific?
What file types are you referring to?
I am assuming you are separating (general) “Files” from “Reports”… or aren’t you?
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Some old school inspectors put their reports together simply through a word document and insert pics as needed. Others use software to help do that. For example, Spectora can help with nice reports, help with your business website, and work along with quickbooks.
I don’t think that’s necessarily old school. It’s a business/personal decision on what services you want to pay for or keep inhouse.
Also, if you bundle all your business needs into one software package, you may enjoy the convenience but will become wholly dependent upon a single software, it’s dependability, customer service and pricing.
There is a lot to consider. You’ll find a mixture here on the forum.
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since inception, besides three part paper forms when i began (that was the tech back then), i’ve write reports in word, convert to non-editable pdf and include all images in a separate foto file
reports comments & images are numbered for comment image comprehension
2 each their own
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They both accomplish the same thing, in the end.
As for the accounting or other admin tasks, yes, you can use a single vendor or choose a system that fits your business model.
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There are many, many options out there. I can understand how a new person coming in would be overwhelmed with what to pick. All you can really do is search the forum for past conversations about the pros and cons of each. Also, join some of the inspector Facebook groups and search those for past conversations.
Next, pick 3 or 4 that you think you would like and do the deep dive on just those. Make a spreadsheet to compare features and pricing. Sort the features from most to least important to you. Then find the sweet spot for what you are willing to pay compared to how many of your most desirable features come with.
Finally, download the free trials of the couple finalists and give them a test drive.
By the end of this process, you will be confident you found the right software for you.
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…AT THIS TIME. In reality, you will likely find today’s choices change over time, and you will want to upgrade to something more suitable to your growing company… OR… you will choose NOT to upgrade and stick with what you have invested so much time into already. This is the Catch 22 that is inevitable, but a decision you must make if you wish your company to evolve through changing times, so choose wisely, and never, ever, make that decision based solely on money, as that will surely be the wrong decision!
Good luck!
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I’ve been with ISN for roughly seven years and have been generally happy. When Porch took them over and jacked the cost it was a bit unfortunate. Also, some of the pushy Porch things have been annoying but workable. As far as the end product I really like it. It integrates with most of the mainstream software systems.
I use Microsoft Office. 2010 I believe. You can do all your own accounting tasks with a little discipline. In Excel I have a “book” set up for the current year (3 sheets). First sheet is a General ledger. Date, location, type of work, and pay. The adjacent page (to the right) has the mileage for each job. Expenses are listed by date, purpose and amount (no mileage).
I also keep an income ledger (tab over at the bottom of the page) which is the same as the general ledger (minus expense entries) and pay is separated into job type columns.
The expense Ledger has all of the expenses, again minus the income, separated into expense tax category columns.
With a little discipline (keep entries current) you can save yourself some money and some aggravation. Accounting is simply numerical record keeping. At the end of the year make sure your ledger totals match and your ready for the tax man. This is a system called double entry by the way and will be required for an LLC (I am a sole proprietor).
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Thx Ryan…I appreciate it
All of you are great help. Thank you.
I use HomeGauge and am happy with my choice. As jjonas said" todays choices change over time." I keep an eye out and if I find something that would be better I would change. That hasn’t happened yet. One piece of advice if you don’t mind, whichever you choose don’t trust the auto comments and/or disclaimers out of the box. That can cause a bunch of headaches and even harm your business. Go through the auto comments and disclaimers and make sure they are what matches your objectives. Good Luck in your business.
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I went with homegauge as at the time I was looking, it really seemed like the best solution. There are pros and cons to all of them though and you will have to decide. I like HG as I create my pre-inspection agreements, invoicing and all of the stuff through them, but many others do the same too now. Still happy after over a thousand reports. I will say this - which ever you choose…get efficient at it and keep making changes to templates and things. It will save your life in the long run.
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Thx Jordan…. Big help man. I’m excited but gettin all this prepared is stressful… lol
Method is everything. Obviously you need to find a method that works for you. Less obvious may be the fact that software won’t tell you how to achieve the best method for you. In many ways it will constrain you to the limits of that particular software. Creating your own report in Word has many advantages in that it allows you to consider more aspects of the inspection (by making mistakes, mind you) and finding your own method.
Here is an example. My method, but you may copy it as you see fit. First I create a folder on the desktop named after the street the inspection is on. In that folder I put another folder titled “raw” where the unformatted pictures will go. I also place any documents or correspondence in the main folder that may be useful in the inspection (listing, SDAT, etc.) or that I want in the permanent file. At some point you will need a file number for the report so you can easily identify it later. I use the 2 digit year, 2 digit month, 2 digit day followed by the client’s last name initial (when you file this away after the inspection I use this report number to precede the folders street name)
My handwriting is crappy so I take photos of defects and simply remember the defect when I see the picture. At the office I download all the pictures to the raw folder. I then resize the pictures and add my watermark (I use Fast Stone Photo Resizer - free) . These edited pictures go in the main folder. Write the report (I use HomeGauge). Send the report and rename the folder by date and store it in a nother folder titled “2023 Reports.”
When your naming and storing folders (you will have a lot) always use a date format (year first) that will keep them in sequential calendar order.
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This is my exact situation and method. My handwriting is so bad that it actually stresses me out when I have to fill out a long form at the doctor’s office, etc. For inspections I used to take voice notes on an old school pocket tape recorder but finally realized I will just remember the problems when I scan the pics. I definitely put all the material types while on site and my report template acts as a check list of sorts. I can’t leave until it’s all filled out. I get most comments in while on site and usually do pictures later. It all depends though. A crappy house on a busy day I might not get much reporting done on site. An easy house where I’m waiting on people or just trying to not get done too soon and I may have the whole report written when I leave. I have a general routine but have learned over the years that being flexible is important.
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You need one of these. Not hi fidelity, but it records a long time, takes a mini sd and easily transfers to your computer. Less than a buck. When I was visiting my Uncle in NC before he passed i’d turn it on before I entered his apartment and put it in my shirt pocket. I have a lot of him stored on the computer, stories about his childhood and the neighborhood.
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