Work orders, job sheets, service reports and quotes generated from your field service app

Your technicians finish the job on site, and then the paperwork starts: the service report, the completion certificate, the quote for the follow-up work, the invoice. The people who know what those documents must say are in the office, not in engineering, and most of you do not have an engineering team at all. You want the document generated the moment the job is marked complete in the system you already run, with the photos and the signature on it, and a template your office can change on a Tuesday afternoon. Connect from Make, Zapier, HighLevel or Airtable, or from your own app if you have one.

You sell to the people above, and every one of your customers wants their own logo, their own checklist and their own wording on the document your app produces. A generic printout does not survive contact with a thousand customers. Per-customer templates live in separate workspaces, and you can embed the template editor inside your product so a customer changes their own completion certificate without opening a ticket with you. That is how Fleet Complete runs it.

The technician takes the photos, works through the checklist in the app and gets the customer’s signature on the screen. Then, at home, the same information gets typed into a Word document, the photos get pasted in one by one, the file gets saved as a PDF and emailed the next morning. The quote is the same story: measured on site, priced in the van, written up that evening, sent the day after. By then the customer has two other quotes on the table.

Multiply that by every job and it is the largest block of unbilled time in the business. It also does not scale: one installer platform we work with saw quote volume rise 62% in three months and found that Word could not keep up.

The document is the last thing the customer sees from you. It should not be the slowest thing you produce.

PDF Generator API merges your job, customer and site data with templates designed in a browser-based editor. Connect it once, from your own app or from an automation on the job system you already use. From then on, marking a job complete produces the service report, the completion certificate or the quote in seconds, with the photos in place and the signature captured.

The office owns the layout. When a new safety check is added to the checklist, a branch changes its logo or the payment terms on the quote change, someone in the office edits the template and the next job uses it. Nothing goes into a development queue. One job record can feed every document, so the customer name, the site address and the line items agree across the work order, the report and the invoice.

Field documents carry two things an invoice does not: pictures and a signature. Both come from the technician’s phone and both belong on the PDF, not in a separate attachment.

Photos are passed in the job data as a URL or a base64 string, and the Image components in the template render them where the layout puts them: a before-and-after pair, a photo of the serial plate, a grid of the completed installation. Conditional content hides the slots you did not fill, so a job with two photos does not print two empty boxes.

For the signature you have two routes. If your app already captures a signature as an image, pass it in like a photo. If you want a signed original, open the document through the viewer link and the certificate appears in a review-and-sign flow on the phone. The customer confirms their details and signs into their own field, and the signed PDF is sealed with a certificate-backed organisation seal and a trusted timestamp, so it opens in any PDF reader without a warning. The audit trail records who signed, when, and from which IP address.

• Photos as URLs or base64 in the payload, rendered inside the PDF as the template positions them
• Conditional content for optional photos and sections, so nothing prints empty
• Signature as a captured image, or a signed original through the viewer with a sealed, timestamped PDF
• Drawn-signature step can be switched off for one-tap acknowledgements at high volume

A franchise group has forty branches and one head office. A national contractor trades under three brands. A facilities company works under its clients’ names on their sites. In every case the document has to carry the right logo, the right contact details and sometimes the right wording, and in most job systems that means forty copies of the same report drifting apart.

Workspaces solve it. Each branch, brand or client gets its own workspace with its own logo, footer, colours and terms, and the API call names the workspace. The same work order template renders under the right branch every time. Head office keeps the master template; a branch that needs a different clause edits its own copy without touching anyone else’s. Access is scoped with a JWT, so a branch only ever sees its own templates. If you build the software, embed the editor and your customers maintain their own templates inside your product, as Fleet Complete does.

• One workspace per branch, brand or client, named in the API call
• Master templates at head office, local edits where they are needed
• JWT-scoped access, so each branch sees only its own templates
• Embedded editor for software vendors, or a shared template set the office maintains for everyone

The best time to close a job is while you are standing in the customer’s kitchen. Most quoting tools cannot help with that, because the quote gets written up back at the office. Here the survey data goes in from the phone, the priced quote comes back in seconds, and with output=viewer it opens on the same phone for the customer to read and accept. They sign into their own field, the signed copy is sealed and timestamped, and the office sees it before the technician has reached the next job.

For the enquiries that arrive online, Web Forms hosts the quote request form for you and generates the document from the submission. Turn the fields on your quote template into a form in one action, publish it, and every submission produces a branded PDF quote or a survey booking confirmation with no one retyping anything.