QR Mobile Data product tour

How mobile forms replace field paperwork

An HVAC contractor wants to replace the paper checklist used for maintenance visits. Follow one example: build that checklist as a mobile form, send a technician to Rooftop unit 04, and review the submitted service record in the office.

Discuss your first form Review all features
  1. 01Build the formUse the maintenance checklist.
  2. 02Assign the visitLink the work to unit 04.
  3. 03Record the workComplete the service checks.
  4. 04Submit the formSend it when connected.
  5. 05Review the reportOffice checks the service record.
Build → Assign → Record → Submit → Review. One maintenance visit, from paper checklist to service report.

The contractor's checklist

Start with one paper form

Take the maintenance checklist the technician carries to the roof. Keep the equipment details, inspection checks, readings, and service notes the office uses. Decide who assigns the visit and who reviews the finished form.

TaskService unit 04Scheduled maintenance at the North office
RecordMaintenance checklistChecks, readings, service notes, and photos
HandoffSupervisor reviewCheck the visit record before preparing the report

Keep the useful checks

Build the mobile form

In the form builder, add equipment details, checkboxes for the inspection, and fields for readings and service notes. Add a photo field so the technician can show a damaged or worn part.

Mark the checks the crew must complete as required. Use a repeatable section if the technician needs to record several findings during the visit.

See form-building features →
Paper checklistMaintenance checks and notes
Mobile formChecks, notes, and photos
The contractor's familiar checks become fields the technician can complete on a phone.

Schedule the maintenance visit

Assign the work or link it to a scan

Office staff prefill work order 217 with the North office location, unit 04, and service instructions, then assign it to the technician. A QR code or barcode can link the equipment to its forms and service history. For this visit, the technician scans the unit's QR-code label on arrival.

Scan unit 04Equipment record
Open the formMaintenance checklist
Submit for reviewSupervisor checks the work
A custom workflow connects the service form to the technician's work and the supervisor's review.

At Rooftop unit 04

Complete the job in the field

The technician checks the unit, records the readings, and photographs a worn filter. Field documents made available by the office, such as specifications and service instructions, help explain what to check. The technician submits the completed form for review.

A technician records an HVAC service visit on a phone beside a tool bag and closed mechanical unit.
During the visit

Pause and resume the form

The app saves forms in progress. The technician can pause to do the service work and return to the form to add the result.

When a connection is available

Submit the completed checks

The technician can complete the form without a connection and submit it when connected. The office can review the record after submission.

Back at the office

Review the finished record

The supervisor opens work order 217, checks the readings and filter photo, and can return the form with comments if details are missing. The office uses the reviewed service record to prepare the report and plan follow-up work.

Create the service report

Use a Word layout template to create PDF reports that include the recorded checks and service notes.

Set a follow-up reminder

Use a date reminder for the next service visit or configure email alerts for readings outside a set range.

Compare service visits

Export records as CSV for data analysis, such as reviewing readings from several visits to unit 04.

For a manufacturing work order, an operator records the material lot number and completes the quality check on the shop floor. A workflow can require that form before the work order advances to the next production step. See more contractor and manufacturing jobs.

Answers

Frequently asked questions

Try the maintenance form with one technician, then review a submitted record together before adding more jobs.

What does the QR Mobile Data product tour cover?

The tour follows an HVAC contractor from a paper maintenance checklist through building the form, assigning the visit, scanning the equipment, recording the service, and reviewing the submitted report.

Can forms follow an existing business process?

Yes. You can build mobile forms from the checks your crew already performs and set up who assigns the work, records it, and reviews it.

How do field records reach the office?

Field employees submit completed forms to the cloud for authorized office review. They can complete forms without a connection and submit them when a connection is available.

Which paper form will your crew try first?

Talk with AHG