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The acceptance report: when you need one
The job is done, the client is happy, the invoice is sent. A month later they call and say something was not done. The report is the paper that settles who is right at a moment like that.
An acceptance report is a document in which the client confirms they accepted the work. On small call-outs often nobody asks for one, and that is normal. But on bigger jobs it is the best way to close the conversation about what was done.
A report is not a sign you distrust the client. It protects you both: you from claims a year later, the client from work left unfinished.
When you need a report
Not every swapped switch needs a report. It is worth preparing one in these cases:
- A bigger job for an agreed sum: wiring, a heating system, solar panels.
- Installed equipment with a warranty: a boiler, a heat pump, an air conditioner, an inverter.
- The client is a company whose accountant needs something to back up the invoice.
The report shows the date, the contractor and the customer, the site address, the work done and the materials, the warranty period and the client's objections, if there are any. If equipment was installed, write down the model and the serial number.
A signature on site takes a minute. An argument a month later takes much longer.
How to do it on site
The best moment for the report is right after the work, while the client is there and can look at everything. Not in the evening, not next week:
- Look over the work with the client and write down any comments they have.
- Check that the report has all the work, the materials and the equipment with its serial number.
- Have the client sign, sign it yourself and send them a copy.
Kvedo creates the report from a finished job: the date, client, address, hours and materials are already filled in. You add the warranty and the equipment, the client signs on your phone with a finger, and you send them the PDF with both signatures with Share or together with the invoice.
