Why a repeatable workflow matters
After 20 years in the field I learned the hard way that speed without structure costs you credibility. A modern inspection workflow is about consistency: same start-of-day prep, same exterior sequence, same interior system checks, same evidence capture routine, and a reliable close-out process. Below I walk through a day in the field using tools that let me inspect without fighting my tech — even when the signal drops.
Start at the office: scheduling and prep
My day begins in the CRM. I confirm addresses, gate codes, client phone numbers and pets notes. If there's a prior report I skim it for past termite activity, accessible crawlspaces, or prior repairs. Then I confirm timing with the client and assign the job to the mobile app on my phone.
Concrete prep items I never skip:
- Check for known hazards (active construction, aggressive dogs, locked gates).
- Review prior WDO/termite notes and any service plans that might affect access.
- Set up job on the mobile app so the inspection, photos, and form fields are pre-loaded.
Dispatch and travel: use the commute
I use automatic GPS mileage tracking on my app so I don’t have to log trips later. I glance at the property on satellite view to see where the driveway sits and whether parking will be tight. If I need to call the client I do it before I drive; if not, I use the travel time to review any client notes and mental checklist.
Onsite arrival: the first 5 minutes
First impressions matter and so does safety. I introduce myself, confirm the scope, and ask about recent plumbing issues, landscaping changes, or pest activity. I also get permission to take photos and to access locked spaces. Then I take a wide-angle arrival photo — good for context and for evidence if access is later disputed.
Exterior-first walkthrough (systematic and fast)
I work clockwise around the property so I don’t miss anything. My exterior routine:
- Roofline and gutters: note sagging, missing shingles, or droppings that suggest rodent access.
- Foundation perimeter: look for mud tubes, shelters, exterior damaged wood, and areas of soil-to-wood contact.
- Vegetation and grading: note wood mulch, planters against siding, and irrigation heads that spray the foundation.
- Outbuildings and fences: inspect for damaged posts or end grain that invites termites.
For every observation I take a photo with a quick caption on the mobile app: "mud tubes at NW foundation, 2 strips, 3–4" thick". Those captions populate the final report and keep my notes consistent.
Termite/WDO specifics during exterior check
I carry a screwdriver and a moisture meter. When I see suspect wood I probe a few spots to verify active attack. If mud tubes are present I photograph them and flag them as "active suspect" in my notes. If treatment is urgent I open the work authorization right there on my phone and get the client to e-sign, then schedule the technician. Having work authorizations with e-sign on my mobile app saves trips back to the office.
Interior sequence: systems first, then components
Inside I follow a consistent order: utility room, basement/crawlspace, HVAC, kitchen, bathrooms, living areas, attic. That order ensures I check primary systems early.
- Utility rooms: check for water leaks, hot water temperature, visible termite sheltering or frass near water heaters and plumbing penetrations.
- Crawlspace/basement: assess clearance, ventilation, vapor barrier, wood-to-soil contact, and evidence of WDO. I always wear a headlamp and capture directional photos so you can see the context — not just a close-up of frass.
- Attic: look for roof leaks, ventilation, and wood damage at rafters and trusses.
All observations are recorded as discrete line items in the report builder. That makes it easy to produce a clear PDF that clients and realtors can read quickly.
Documenting and photo strategy
Photos make or break credibility. Take these photos for each significant finding: wide context, mid-range showing the component, and a close-up with scale (I use a carpenter's pencil or coin). In the mobile app I tag photos to report sections so they drop into the right place in the PDF automatically.
Tip: if I want to highlight progression, I take a video of a trickling leak or a slow-moving termite inspection probe. I upload the video and add a still frame to the report to keep file sizes manageable.
On-the-spot estimates and work authorization
Clients often want to know cost and next steps right away. If the issue is straightforward (localized active termite activity, need for localized repairs), I prepare an on-the-spot estimate and present a work authorization on my phone. With e-signature I can have an approved service and schedule within minutes — that’s good customer service and keeps repairs from getting delayed.
Report writing and AI-assisted PDFs
I do a quick on-device summary before I leave the property so everything is fresh. Modern apps with AI-assisted report generation let me convert field notes and captions into a professional PDF quickly. I still review for tone and clarity — AI speeds the draft, it doesn't replace the inspector. Because my app is offline-first I never worry about losing work if I lose signal in a rural crawlspace.
Invoicing and getting paid
When the client wants to pay right away I use the app’s invoicing and online payment link. For recurring pest-control subscribers I rely on the recurring billing feature — set it once, and the system handles monthly charges and receipts. For walk-in repairs I create an invoice on-site, accept a card, and email a receipt. It’s professional and immediate.
Syncing, CRM notes, and follow-up
After the report publishes I sync back to the office. The CRM automatically logs the inspection, mileage, and any signed work authorizations. I add follow-up tasks: schedule a re-inspection in 30 days, notify the pest tech, or remind the homeowner about recommended repairs. This keeps the pipeline moving and reduces missed follow-ups.
Typical time breakdown
| Task | Typical time |
|---|---|
| Drive/Arrival & Client Intro | 10–15 min |
| Exterior Walkthrough | 20–30 min |
| Interior/Crawlspace/Attic | 30–45 min |
| Documentation & Client Review | 15–25 min |
| Post-inspect Writeup & Sync | 10–20 min |
Final practical tips
- Use a consistent order so you never miss an area, even under time pressure.
- Capture context photos first; then detail shots.
- Take advantage of offline-first apps — I’ve had to finish a report in the middle of a field with zero signal and still delivered on time.
- Keep work authorizations simple and clear; clients sign faster when they understand scope and price.
- Automate recurring service plans so you don’t chase renewals.
FAQs
How long does a combined home and termite/WDO inspection typically take?
Most combined inspections take 90–150 minutes on site, depending on property size and crawlspace/attic access.
Can I complete an inspection report without cell signal?
Yes. Use an offline-first mobile app so your notes, photos, and e-signatures save locally and sync when you regain signal.
How do I handle immediate termite treatments or repairs during the inspection?
If the client wants immediate action, prepare a clear estimate and present a work authorization on your mobile device for e-signature; schedule the technician as soon as it's approved.
See it in the field, not a sales deck
Inspection Authority was built by a Certified Master Inspector who still inspects every week. Home inspections, termite/WDO reports, recurring pest-control billing, and true offline mode — in one app.