Can software create a new job automatically from deficiencies found on an inspection?

Yes. A failed item can create a deficiency record, and an approved quote can create the repair job. Most teams keep a person between the deficiency and the quote to check the price and severity, rather than booking repairs nobody approved.

Should each deficiency be its own quote?

Usually no. Group open deficiencies per site or per asset into one quote with a line per deficiency, and let the customer approve line by line. One quote per finding floods the customer and lowers the response rate.

What happens to deficiencies the customer declines?

Keep them open on the asset with the decline date and who declined. The next inspector sees them, and you have a record that the problem was reported.

Can the client report show only the deficiencies, not every internal note?

It should. Mark checklist fields as internal or client facing, so the report lists failed items and photos while estimator notes stay inside.

How do I keep service history per crane instead of per client?

Make each crane or hoist an asset with its own ID or QR code, and attach inspections, deficiencies, quotes and repair jobs to the asset. Then one scan shows what failed, what was quoted and what was fixed.

Who decides if a deficiency is critical?

A qualified person, under your standard and your regulator. OSHA crane rules require a determination of whether each deficiency is a safety hazard, and under NFPA 25 the authority having jurisdiction has the final word. The software should record that decision and trigger notices from it.

Can the repair be invoiced from the same lines?

Yes, if the job keeps the approved quote lines. Parts and labor actually used are adjusted at sign-off, and the invoice syncs to your accounting tool, which removes the retyping that stretches the time from work to invoice.

FieldproxyAI-native field service software

Inspections

How do I turn inspection deficiencies into quotes and repair jobs automatically?

Make every failed checklist item create a deficiency record on the asset, with its photos, a severity and a suggested repair, and let the office turn one or more open deficiencies into a quote priced from your own parts and labor list. When the customer approves the quote online, the approved lines become a repair job on the same site and asset, and each deficiency closes only when that job is done. A person still decides the severity and checks the price; the automation removes the retyping between the inspection, the quote and the job.

One failed item = one deficiency record, tied to the asset, the inspection and its photos.
Map common faults to a suggested repair and price-list item, so quotes are built, not typed.
Safety-critical findings skip the queue: tell the customer the same day and tag the asset, whatever the quote status.
Approved quote lines become the repair job; the deficiency closes only when the repair is signed off.
Track every open deficiency by age and status so none sits unquoted after the report goes out.

Fieldproxy

This does not decide whether something is a hazard. Under OSHA crane rules and NFPA 25 that call belongs to a qualified person or the authority having jurisdiction, and the software should record their decision, not make it.

Facts checked as of November 2026. Sources at the end of the page.

Step by step

How it works, step by step

The same chain works for crane and hoist inspections, fire sprinkler and alarm tests, fall protection, racking and lift checks. What changes is the checklist and the price list.

1. The checklist knows what a failure is

Each checklist item has a pass, fail or not applicable answer. A fail (or a reading outside a set range, such as hook throat opening or wire rope diameter) requires a photo and a note before the technician can move on, and creates a deficiency record. Inspect Point, for example, creates a deficiency automatically when a technician marks a device or system as deficient.

2. The deficiency lives on the asset, not just the report

The record holds the site, the asset (crane number, hoist serial, riser, anchor), the checklist item, photos, the inspector, the date, a severity and a status such as Open, Quoted, Approved, Scheduled, Repaired or Declined. Because it is tied to the asset, the next inspector sees it, and you can see every open repair per crane or per building.

3. Severity is set by a person, with a rule for safety-critical items

Use the categories your standard uses. NFPA 25 splits problems into impairments, critical deficiencies and noncritical deficiencies; Florida's fire code rule, for one, defines a critical deficiency as one that can materially affect whether the system works in a fire. On cranes, OSHA 1910.179 says deficiencies must be carefully examined and a determination made as to whether they are a safety hazard. Items marked critical trigger a same-day notice to the customer and an out-of-service tag, separate from the quote.

4. Each common fault maps to a repair

Build a short fault library: "hook latch missing" maps to a latch kit plus 0.5 hours of labor; "sprinkler head painted" maps to a head, an escutcheon and a labor line. Uptick, for example, suggests products for each deficiency type with client-specific pricing preloaded. Faults with no standard fix get flagged for a site survey instead of a guessed price.

5. The office builds the quote from open deficiencies

An estimator opens a site, ticks the open deficiencies to include, and the quote fills with the mapped lines, the photos and the inspector's notes. Group several deficiencies on one quote per site or per asset so the customer approves one document, not twelve emails. Uptick and Inspect Point both describe pulling the deficiency photos and remarks into the quote or proposal.

6. The customer approves online, line by line

Send a link where the customer can approve all lines, some lines, or decline. Unanswered quotes get reminders at set intervals; Uptick, for example, lets you schedule email reminders at predefined intervals. Declined lines stay on the asset as open deficiencies with the decline recorded, which matters if something fails later.

7. Approval creates the repair job

Approved lines become a job on the same site and asset, with parts, labor hours, the original photos and the required skill or certification, ready for dispatch. Inspect Point describes generating work orders from accepted proposals that link back to the original inspection. When the repair is signed off with an after photo, the deficiency closes and the invoice draws on the same lines.

Where it breaks

Why it goes wrong

These are the problems inspection companies described on our sales calls, by trade and size.

Five systems and a copy and paste

A crane and hoist inspection and repair company with about 20 technicians ran inspections in one app, estimates in Excel, jobs in their field service tool and invoices in QuickBooks Online. Staff copied the scope from the quote into the job by hand, and about 30 days passed between the work and the invoice. Every handoff is a place where a deficiency drops out.

History per client, not per crane

The same company tracked work at the client level, so nobody could open one hoist and see what failed last year, what was quoted and what was declined. When deficiencies are not on the asset, the next inspector rediscovers them and the customer gets the same quote twice.

The report is the only record

A small fire alarm and low voltage contractor with 3 technicians produced PDF inspection reports and then retyped the failed items into new jobs. If the report is the only place a deficiency lives, nobody can list open deficiencies across sites, and the ones that were never quoted are invisible.

Internal notes leaking into the client report

The crane company wanted some checklist fields kept internal so the client report shows only the deficiencies. When one form serves both purposes without field-level visibility, inspectors write less, or customers see notes meant for the estimator.

Reports that take weeks

A fall protection inspection and load testing firm with about 20 technicians said clients were getting reports in weeks, sometimes months, because technicians wrote them up after long days. A repair cannot be quoted until the report exists, so slow reports mean slow repair revenue and hazards left open longer.

Quoting lives in another system

An emergency management audit company with 50+ consultants quoted in its CRM and found sync errors between the CRM and its field tool. If the deficiency and the quote live in different systems, the link between them depends on an integration staying healthy.

The options

Ways to do it

How inspection companies connect deficiencies to quotes today, as each tool's own pages describe it.

Approach	How a deficiency becomes a quote	How the quote becomes a job	Watch for
Report PDF plus spreadsheet	Someone reads the report and types the quote	Someone creates the job by hand	No list of open deficiencies; declined items are forgotten
Inspection app with actions (SafetyCulture)	Create an action below a failed question; photos and notes carry over	Actions are tasks with an assignee; turning them into priced quotes and jobs is not described on that page	Usually a second tool for quotes, jobs and invoices
Fire and life safety platforms (Uptick, Inspect Point)	Deficiency converts to a quote or proposal with photos; Uptick preloads suggested products and client pricing	Inspect Point creates work orders from accepted proposals, or pushes deficiencies into BuildOps to trigger quotes and tasks	Built around fire and life safety assets; check fit for cranes, lifts or racking
General FSM with estimates (ServiceTitan and similar)	Technician builds an estimate on the job; unsold estimates are worked from a Follow Up screen (Open, Won, Dismissed)	Sold estimate is booked as a job	Estimates are tied to jobs, not to deficiency records per asset
FSM configured to your checklist and price list (Fieldproxy)	Failed item creates a deficiency on the asset; office ticks open deficiencies into a quote from your price list	Approved lines become a repair job on the same asset; deficiency closes at sign-off	You define the fault library and severity rules at setup

As of November 2026, from each vendor's own pages (sources below). Features change, so test the full chain on one of your own inspections.

Worked example

A worked example: one plant, 14 cranes

Say an inspector does the annual periodic inspection at a manufacturing plant with 14 overhead cranes and hoists, and fails 9 items across 6 cranes. Made-up numbers, to show the flow.

On the phone, each fail creates a deficiency with photos: 3 missing hook latches, 2 worn wire ropes, 1 damaged pendant, 1 faulty upper limit switch, 1 missing capacity label and 1 cracked festoon trolley. The inspector marks the limit switch as a hazard. That one fires a same-day email to the plant's maintenance manager and tags crane 7 as out of service, because OSHA 1910.179 says unsafe conditions found in inspection must be corrected before the crane is operated again.

The next morning the estimator opens the site, sees 9 open deficiencies, and ticks all of them into one quote. The fault library fills 7 lines with parts and labor from the price list. The 2 wire ropes need a length and a rope spec, so the estimator adds those from the inspector's notes. The quote goes out with a photo beside every line.

The customer approves 7 lines, including the limit switch, and declines the 2 festoon and label lines for now. The 7 approved lines become one repair job on the same 5 cranes, with the parts list and the rigging certification required. The 2 declined items stay open on their cranes with the decline date, so next year's inspector sees them and the record shows they were reported.

Before, that site meant reading the PDF, typing a quote and retyping the job. After, the retyping is gone and every deficiency has a status, which is what lets you ask "how many deficiencies older than 30 days are still unquoted?" and get a number.

Before you buy

What to check before you buy

Good signs

A failed item creates a deficiency record by itself, with photos and the asset attached
Deficiencies are listed per asset and per site, with status and age
You can map common faults to price-list items and labor, and change the map yourself
One quote can hold many deficiencies, and the customer can approve or decline line by line
Approval creates the repair job with parts and photos, without retyping
Declined deficiencies stay open on the asset, with who declined and when
Checklist fields can be internal only, so the client report shows the findings you choose
Severity categories match your standard (NFPA 25, OSHA, LOLER, your client's spec)

Red flags

Deficiencies exist only inside the PDF report
Quoting needs a separate tool and an integration to stay in sync
The quote is not linked back to the inspection or the asset
Declining a quote deletes or hides the deficiency
No way to list open deficiencies across all sites
The software sets hazard severity on its own with no person confirming

In Fieldproxy

Setting it up in Fieldproxy

Fieldproxy is set up around your process, so the checklist, fault library, severities and statuses are configured with you. Field and status names are examples.

Assets and checklists

Each crane, hoist, riser or anchor is an asset (/solutions/asset-management) with a QR code and its full history. The inspection checklist (/solutions/job-checklists) runs in the Android or iOS technician app, offline when there is no signal, with e.g. a fail requiring a photo and a note.

Deficiency records

A failed item creates a deficiency on the asset with e.g. fault_code, severity, photos, inspector and status (Open, Quoted, Approved, Scheduled, Repaired, Declined). Fields such as estimator notes can be internal only, so the client report lists only the deficiencies.

Hazards first

Items marked e.g. Critical send the customer a notice the same day and mark the asset out of service. The Watcher agent (/agents/watcher-agent) flags any critical deficiency with no repair job scheduled after a set number of days.

Quotes from deficiencies

The estimator ticks open deficiencies into a quote (/solutions/custom-estimates); each fault code fills its parts and labor from your price list, with the photos attached. The customer approves or declines line by line through a customer link. Autopilot (/agents/autopilot) drafts the reminder for unanswered quotes, and a person approves before it sends.

Approval to repair job to invoice

Approved lines become a repair job on the same asset, dispatched by skill and certification with the Dispatch agent (/agents/dispatch-agent). Sign-off with an after photo closes the deficiency, and the invoice uses the same lines and syncs to QuickBooks or Xero.

One price per company

Fieldproxy is one price per company with unlimited users, so office estimators and every inspector are included; see /pricing.

By region

Deficiency rules by region

The software records severity and notices; the rule on who decides and who must be told comes from your regulator and the standard your customer is held to.

United States: cranes

OSHA 1910.179 sets frequent inspections at daily to monthly intervals and periodic inspections at 1 to 12 month intervals, requires deficiencies to be examined for whether they are a safety hazard, and requires unsafe conditions to be corrected before the crane runs again. Hook and chain inspections need a certification record with the date, the inspector's signature and the item's identifier.

United States: fire sprinklers

NFPA 25 classifies findings as impairments, critical deficiencies or noncritical deficiencies, and the authority having jurisdiction has the final word on classification and may set a correction deadline. Some states write the definitions into their own rules, as Florida does.

United Kingdom: lifting equipment

Under LOLER, HSE says the examiner must report a serious defect verbally to the dutyholder at once, confirm it in the written report, and send a copy to the relevant enforcing authority; the equipment must not be used until the defect is remedied. Less serious defects must be fixed within the time period specified on the report, which is a natural due date for the repair quote.

How switching works

How switching to Fieldproxy works

We move your data over and set the system up to the way you already work. Fieldproxy replaces the old tool; it does not run alongside it.

Send one real inspection
A completed checklist, the report the client got, the quote you sent for the repairs and your parts and labor list.
We build the fault library with you
Your common failures mapped to repair lines and prices, plus the severity rules and who is told when an item is critical.
Run the chain end to end
Inspect, create deficiencies, quote, approve on a customer link and book the repair job, on a test site before go-live.
Bring over open deficiencies
Open repairs from your current tool or spreadsheets come across onto their assets, so nothing already found is lost.

Asset management Custom estimates and quotes Pricing: one price per company, unlimited users

FAQ

Questions people ask

Can software create a new job automatically from deficiencies found on an inspection?: Yes. A failed item can create a deficiency record, and an approved quote can create the repair job. Most teams keep a person between the deficiency and the quote to check the price and severity, rather than booking repairs nobody approved.
Should each deficiency be its own quote?: Usually no. Group open deficiencies per site or per asset into one quote with a line per deficiency, and let the customer approve line by line. One quote per finding floods the customer and lowers the response rate.
What happens to deficiencies the customer declines?: Keep them open on the asset with the decline date and who declined. The next inspector sees them, and you have a record that the problem was reported.
Can the client report show only the deficiencies, not every internal note?: It should. Mark checklist fields as internal or client facing, so the report lists failed items and photos while estimator notes stay inside.
How do I keep service history per crane instead of per client?: Make each crane or hoist an asset with its own ID or QR code, and attach inspections, deficiencies, quotes and repair jobs to the asset. Then one scan shows what failed, what was quoted and what was fixed.
Who decides if a deficiency is critical?: A qualified person, under your standard and your regulator. OSHA crane rules require a determination of whether each deficiency is a safety hazard, and under NFPA 25 the authority having jurisdiction has the final word. The software should record that decision and trigger notices from it.
Can the repair be invoiced from the same lines?: Yes, if the job keeps the approved quote lines. Parts and labor actually used are adjusted at sign-off, and the invoice syncs to your accounting tool, which removes the retyping that stretches the time from work to invoice.

Sources

Competitor details on this page come from the vendors' own pages and documentation, checked as of November 2026. Plans and prices change, so check the vendor's current page before you decide.

OSHA 29 CFR 1910.179: overhead and gantry cranes (inspections, deficiencies, repairs): https://www.osha.gov/laws-regs/regulations/standardnumber/1910/1910.179
HSE: thorough examinations of lifting equipment (LOLER defects): https://www.hse.gov.uk/work-equipment-machinery/thorough-examinations-lifting-equipment.htm
Fla. Admin. Code R. 69A-46.030: definitions of critical and noncritical deficiency and impairment: https://www.law.cornell.edu/regulations/florida/Fla-Admin-Code-Ann-R-69A-46-030
Inspect Point: critical deficiencies and impairments under NFPA 25: https://www.inspectpoint.com/resources/articles/critical-deficiencies-and-impairments-nfpa-25
Inspect Point: deficiency reporting, proposals and work orders: https://www.inspectpoint.com/resources/articles/streamline-deficiencies-reporting-for-enhanced-safety-and-revenue-growth-with-inspect-point
Inspect Point: BuildOps partnership (deficiencies trigger quotes and service tasks): https://www.inspectpoint.com/partners/buildops
Uptick: defect quoting: https://www.uptickhq.com/au/features/defect-quoting
SafetyCulture (Mitti) Help: create actions from inspection questions: https://help.mitti.com/004079
ServiceTitan Help: the Follow Up screen: https://help.servicetitan.com/v1/docs/use-the-follow-up-screen

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