Sample project for inspection agencies: from loose appointments to one flow from booking to certificate.
An inspection agency lives on appointments and reports: EPC certificates, electrical inspections, asbestos certificates. Requests come in from agents, notaries and private owners, the calendar is full of rounds and every visit ends in a report that still has to be written that same evening. In this project it comes together in one system, from the first booking to the certificate in the customer’s mailbox. The platform bundles every address into one file, the integrations connect calendar and invoicing, and the website lets customers book an appointment themselves. The inspector leaves in the morning with a logical route and the report leaves from location.
A conceptual collaboration: what it could look like.
This project includes:
- A central platform
- Integrations & automation
- A customer-focused website
01
Challenge
Appointments, routes and reports run through each other and the certificate keeps people waiting.
02
Solution
One file per address with appointment, measurements, report and certificate, and a bookable calendar.
03
Approach
Map out the full story first, then build in phases that are each immediately usable.
04
Outcome
Routes run logically, reports leave from location and everyone sees the status.
01 — challenge
Every evening ends with a stack of reports
Requests come in by phone and mail, from private owners and above all from agents and notaries who need a certificate quickly. The appointments land in a calendar, the addresses in a list, and the day’s route crosses itself because nobody had time to draw it out. On site, measurements and photos disappear into a phone, and the report gets written at home in the evening. Meanwhile the agent calls to ask whether the certificate is ready, and the same request is retyped twice: once into the calendar and once into the invoicing.
Where it gets stuck
- The calendar is full and the routes cross each other all day.
- Reports get typed at home in the evening.
- The agent calls to ask whether the certificate is ready yet.
- Every request is retyped twice: into the calendar and into the invoicing.
02 — solution
One file per address
One file per address: the request, the appointment, the measurements, the photos, the report and the certificate together. Customers and agents book their inspection through the website, the planning turns it into a logical route by itself, and the inspector fills in the report on site on a tablet or phone. The moment the certificate is ready, it leaves automatically to the customer and to the agent who made the request. The system connects with what you already use, such as your accounting package (Exact Online, Yuki, Billit, ...) and your calendar (Outlook, Google, ...).
03 — approach
Built in phases that work right away
We first map out the full story: which steps an inspection takes from request to certificate, and who does what. Along the way we look at what already exists and what you use today: sometimes connecting is the best choice, sometimes the platform replaces a package that only half fits. I build custom where it genuinely adds value. Then I build in phases that are each immediately usable: first the file and the planning, then the report on location and the integrations with calendar and accounting, finally the website with the booking module. Your team switches per phase and never has to change everything at once.
04 — outcome
From booking to certificate in one flow
Requests come in structured and get a place in the route right away. The inspector finishes the report on location, the certificate leaves the same day, and agents and notaries see the status of their file for themselves. The evenings are free again.
05 — afterwards
I stay on board afterwards
After delivery the system keeps running under a maintenance plan: updates, monitoring, backups and a fixed point of contact for questions and small changes. And because everything sits on the same foundation, the company can keep building step by step whenever it is ready. Think of new inspection types joining the system, an extra inspector stepping into the planning, or reporting for the agents you work with regularly.
practical
- Timeline± 6 months
- BudgetComparable to an extra employee for the duration of the project
questions
Sounds like your business?
Every project starts with a conversation about how your business works today. Feel free to share what you run into, and together we will see what this story could look like for you.
