Capture discipline on site, quote lines mapped to fails, a clear approval loop with versioning, then handover into remedials without re-keying the job.
CaptureScopeApprovalHandover
The thread from inspection to signed quote should never depend on a side spreadsheet nobody audits.
Capture
Inspection · closed
AccessPPE · RAMS flags · time on site
FindingsEach line tied to door ID
SeverityDrives quote priority and sequencing
PhotosProve scope for commercial review
NotesAccess limits · client constraints visible
Sign-offInspector confirms complete before office pull
Messy capture produces messy quotes — the guide starts with field discipline.
Commercial should reject pulls when mandatory photos or severities are missing — cheaper than rework on site.
Quote + approval
Client · Riverside contract
MonQuote sent · line items from fail set
TueClient question · answered on same thread
WedRevision B · exclusions written plainly
ThuApproved · scope locked · remedials ready
FriPortal acceptance logged · PDF hash stored
MonRAMS draft opened on same job ID
Approval should reference the same record the site team used — not a parallel spreadsheet.
Version letters exist so everyone knows which exclusions survived negotiation.
Handover
Ready for delivery
✓Approved scope matches inspection evidence pack
✓Exclusions explicit — not implied in email
✓Remedial tasks raised without duplicate typing
✓Read guide for pitfalls + contractor workflow links
✓Deposit / milestone triggers match contract
✓Client portal shows approved scope snapshot
Keeps commercial and operations on one thread through to scheduling.
Guide belowContractors →
If remedials start before approval is logged, you will rebuild the programme — enforce the gate.
Findings · quote · approval