Everything you need to use ServiceReport with confidence
A clear, step-by-step guide to the full workflow: set up your workspace, capture a visit, let AI build the report, review it, and share or export the result.
Follow the topics top to bottom for the full flow, or jump to a step from the side menu when you need a specific part.
12
Guide topics
3
Report input types
2
Main report outputs
01
Start here: how the workflow flows
Before diving in, it helps to see the whole path. ServiceReport takes you from a messy field visit to a clean, branded report in a few steps.
Capture the visit while it is fresh
On site, record your voice, type quick notes, and attach photos. You do not need to format anything yet — just get the raw material in while the details are clear.
Let AI organize the material
Click Update report after you add notes, recordings, or attachments. The system turns your material into a structured work report and a short customer-ready summary — no separate generate step.
Review, then share
Always read the result, fix anything the AI got wrong, then export it as a document. The rest of this guide walks through each of these steps in order.
02
Set up your account and workspace
Everything in ServiceReport lives inside a company workspace. Your first step is creating or joining one.
Create your workspace
On the signup page, enter your name, email, password, company name, and a short company slug. The slug identifies your workspace when one email belongs to more than one company.
Verify your email
After signing up, confirm your email address. You need a verified email before you can create reports.
Invite your team
Administrators can invite the rest of the team. Each invited person opens the link, sets a password, and joins with the role you assigned.
Sign in
From then on, sign in with email and password. If your email belongs to multiple companies, enter the company slug so ServiceReport opens the right workspace.
03
Understand roles and what each can do
Roles decide who creates, who reviews, and who manages the workspace. Knowing your role tells you which steps below apply to you.
If you are a technician
You document visits, create drafts, add recordings and files, and update reports while they are still editable. Most of the capture and AI steps in this guide are yours.
If you are a manager
You review reports, compare versions, change report status, manage users, and maintain operational settings. The review and delivery steps are where you spend most time.
If you are a platform operator
You manage the system across companies — tenants, plans, announcements, audit logs, and support access requests. This is a system-wide role, not part of the day-to-day report flow.
04
Create a service report
This is the core flow. A report starts as a few job details and grows into a searchable, exportable document.
Open a new report and fill in the details
Add the customer, site, location, work type, ticket, asset, and serial number wherever you can. Complete details make the report far easier to find and connect to history later.
Record free-form voice and free-language notes
Just speak freely, the way you'd describe the job to a colleague — no form, no fixed structure. Written notes can be free-language too. ServiceReport understands the recording and the notes and organizes them into the report, and keeps the original material so you can return to it even after generating the report.
Attach photos — and the app reads details from them
Photograph the equipment or its label and attach the image. Text recognition on images (OCR) reads labels, screens, and nameplates and extracts the model, manufacturer, serial number, and warranty details — so you don't have to type them by hand.
Capture material, then update the report
Add notes, voice, and files as you work. When something changes, open the update section on the report and click Update report — AI regenerates the table automatically from everything captured so far.
05
Generate and refresh the report with AI
AI organizes your material whenever you update the report. Your job is to check its work before submit.
Review the transcription
ServiceReport transcribes each recording and shows you the text. Read it and correct customer names, asset models, and serial numbers before you update the report.
Hebrew is handled by a dedicated engine
Hebrew recordings are transcribed by a Hebrew-tuned speech model for higher accuracy on Hebrew terms and names. If that engine is unavailable, the system falls back automatically so transcription still completes.
Review the details read from photos
When images are attached, text recognition (OCR) extracts the model, serial number, labels, and warranty details and attaches them to the report. Review the recognized values and correct anything that needs it before you update the report.
Confirm the detected fields
The system may suggest fields it detected from your recordings, notes, or photos, such as customer, site, or asset. Accept the correct ones and reject anything that does not fit.
Click Update report and read the result
Each update regenerates the structured sections — issue description, findings, root cause, actions performed, replaced components, tests, and notes. Review the table before you submit.
06
Review, edit, and track versions
The generated report is a starting point, not the final word. Tidy it up before it moves forward — ServiceReport keeps a history so you can edit safely.
Edit the content
Improve wording, add detail, or remove anything that should not appear. Every time you save, ServiceReport creates a new version so nothing is lost.
Compare versions when needed
If several versions exist, compare them to see exactly what changed. This is especially useful when a manager checks corrections before the report is shared.
Add an update instead of starting over
If new information arrives after the first table was built, add notes or files in the update section and click Update report. ServiceReport regenerates the AI table from the full source without a separate generate button.
07
Move the report through its statuses
A report's status shows where it stands and follows a clear path: draft, ready, submitted, and finally delivered.
Draft
The report is still in progress. You can edit details, add files, transcribe recordings, and click Update report to regenerate the AI table as often as needed — this does not use your plan quota.
Ready
AI content exists and the report is prepared for review. You can still update source material and regenerate before submit.
Submitted
The report has been sent in the workflow and counts against your plan quota. Some content may still be editable, with each change saved as a separate version.
Delivered
The report is marked as delivered to the customer and is locked to prevent accidental changes after it goes out.
08
Find past work by customer, site, or asset
Once reports pile up, the value is in finding them again. Good details captured earlier pay off here.
Search and filter reports
Search by customer, asset, serial number, report ID, work type, site, location, or ticket. Narrow the results with filters for dates, technician, and status.
Follow a customer's history
ServiceReport recognizes returning customers and shows their activity together, so you can see what was already done before the next visit.
Look up an asset's past visits
When serial numbers and asset details are filled in, you can pull up prior visits for the same equipment quickly and avoid repeating diagnostics.
09
Export and share the finished report
When the report is reviewed and ready, send it out as a clean, branded document.
Export to PDF
Export the report as a PDF that includes job details, report content, and your company branding. A Word (DOCX) export is planned and will appear in the export menu once it is ready.
Choose internal report or customer summary
Export the full internal report for your records, or the shorter customer summary that focuses on what was done and what matters next.
10
Manage your company settings
Administrators keep the workspace tidy from the admin area: branding, users, and support access all live here.
Set up branding
Configure your company name, logo, colors, contact details, and footer text. These settings shape every customer-facing document.
Manage users
Create users, send invitations, change roles, reset passwords, and deactivate accounts that are no longer active.
Grant support access when needed
If you need help, you can approve temporary support access. Each grant is time-limited, logged, and scoped to a specific access level.
11
Billing, quotas, and using the apps
Finally, a few operational things to know: how plans count usage, how billing works, and how to use ServiceReport on the go.
Watch your plan and quotas
Each company has a plan with user limits and a report quota. A report counts when you submit it, not when AI runs while drafting. You can update and regenerate freely until submit. Your account manager can add extra report credits.
Handle billing through sales
The admin billing tab shows your active plan, subscription term, expiration status, and usage as read-only. New plans and renewals are arranged through sales and activated by ServiceReport operators — there is no in-app checkout. Use the pricing page and Contact sales to upgrade or renew.
Install the apps and work offline
ServiceReport is available as installable Android and iOS apps, plus a browser app you can add to your home screen. Recent reports stay readable offline, and your work syncs once the connection returns.
12
Habits that keep reports clean
To finish, a few small habits that improve report quality and make everything above easier.
Document in real time
Record or write the details during the visit — what you checked, what you found, what you replaced, and the recommended next step.
Fill in the key identifiers
Ticket number, serial number, site name, and customer name make a major difference in search, history, and follow-up.
Review before delivery
Before you export or deliver, read the report, fix transcription errors, strip internal-only details from the customer summary, and confirm the status.
Missing something?
This page is designed as a full, step-by-step user guide, but live systems keep evolving. If a step is missing, add it here so the whole team works from the same playbook.