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Ultimate Guide to Handyman Estimate Templates

Posted on February 27, 2022July 28, 2025 by GoCanvas Team

Ultimate Guide to Handyman Estimate Templates

Inspections | Forms | Reporting

Whether you run a property management business or you’re just starting out as a self-employed handyman, nailing down your handyman prices based on the job is vital to your success. Here’s why.

Suppose you price yourself too high, you’ll force potential clients to shop around for estimates from your competitors. On the other hand, if you price yourself too low, either you’ll raise questions about your experience or potential clients will conclude that there’s some sort of catch.

That said, how do you find that sweet spot when pricing your handyman services? Well, continue reading this guide to find out all you should know about the handyman business, including how to price your jobs right.

What Does a Handyman Do?

“Handyman” is an umbrella term for a wide range of jobs and people. A handyman need not necessarily be a man, women can also do the same tasks. We’ll use the term “handyman” in this guide to refer to the entire profession of people with different identities.

So, what kind of services do handymen do? Some standard services include:

Installation of kitchen cabinets
Fixing kitchen sinks
Finding and fixing leaky pipes
Stair repair and maintenance
Carpet removal and installation
Bathroom repairs, improvements, and maintenance
Basic carpentry tasks
Attic insulation
Outdoor repairs and installations such as siding repair, gutter maintenance, and fencing.

Whereas this list is by no means exhaustive, it sets an excellent benchmark for what services a handyman should offer.

What Is a Handyman Estimate Template?

A handyman estimate template is a blank copy of your estimate form, which you can fill out to create a comprehensive estimate after a consultation. These templates can be filled in Microsoft Word, PDFs, Google Docs, Google Sheet Spreadsheets, Excel, handyman estimate software, or even free quoting tools.

You can try out the GoCanvas mobile app for an easy-to-use solution for creating and sending handyman estimates.

When Do You Need to Send an Estimate to Customers?

It’s important that you present the prospective client with the estimate in good time. Ideally, you should furnish the prospective client with the estimate within 24-48 hours after meeting or consulting them. This demonstrates that you’re a professional and enthusiastic about the job. Additionally, some clients want things to move fast, so the first submission of the estimate could win the job.

Why Accurate Estimates Are Important for Handyman Businesses and Impact Your Business’s Bottom Line

High-quality workmanship comes at a price. Property renovation and maintenance projects require a substantial amount of time and effort. It is for this reason that every project should begin with an accurate estimate.

An accurate estimate allows you to properly budget for the job at hand, and avoid any rude surprises when it comes to the materials needed to complete the job and the completion timeline. If you don’t present the customer with an accurate estimate of the entire cost of the renovation or project, you may find yourself in a scenario where you’re significantly under-budgeted. This may mean that you may have to absorb the additional costs or find out where you can reduce costs as the project is progressing. When this happens, besides you jeopardizing the quality of the project, this may also impact your revenue negatively.

Conversely, if your estimate is on the higher side, potential customers may opt to work with other handymen who offer the same quality of service at competitive prices. This will mean you’ll have fewer clients, and fewer clients mean lower revenue generation.

How Do I Write a Handyman Estimate? What Should I Include?

There are three ways of creating a written handyman estimate, namely:

Using a mobile app or software: This is the fastest and easiest method. Creating an estimate using this method takes a few seconds, and you can usually send the estimate right from the app.
Using Excel: This is the oldest way of writing a handyman estimate. In case you only need to send one or two estimates, this is a simple and free way of sending an estimate.
Word processor: Google Docs or Microsoft Word can also be used to write estimates. Any word processor can work.

What to Include in an Estimate?

The details you include in your estimate are far more important than the method you use to write or deliver them. Whether you create fancy written estimates or hand-deliver them, the vital components are always the same. They include:

Description of your work: Ensure that you are ultra-clear about what the estimate covers. In some instances, all you’ll need is a one-line text to describe the work, like “installation of kitchen cabinets.” In other instances, you may need to explain the project extensively.
Price estimation: You can either itemize everything or quote it in one lump sum.
Important disclaimers: There are projects that start out small and end up being much bigger. For instance, if you’re going to replace a damaged siding, you may never know what you will find behind the siding. Your estimate is your chance to manage your client’s expectations so that they aren’t met with additional price charges they didn’t see coming.
Benefits of hiring you: Suppose a potential client is receiving multiple estimates, it’s prudent to find a way of differentiating yourself from your competition. Otherwise, all the customers will use when choosing a handyman is the price quoted.

Components of a Written Estimate

The details of your company (name, address, email, phone number)
Customer details (name and address)
The date the estimate was created
Project description
Estimated cost
Important exclusions and disclaimers
The expiration date of the estimate
Terms of payment
Acceptable payment methods

How Do You Calculate the Price in a Handyman Estimate?

Handyman services usually charge by the hour. However, you can choose to charge by the hour if you feel that it’s a task that you can estimate accurately. That said, it is advisable to set a minimum service charge. This can be something like installing a doorbell or changing a light switch. It’s completely up to you if you want to create a fixed price for small tasks such as these or if you want to set an hourly rate.

Needless to say, the more complex and larger the job, the more you’ll charge per hour. On average, the hourly rate for handyman jobs usually ranges between $60-$65, but jobs that get complex or are part of a larger company can be priced up to $125 an hour.

Another thing you should consider when you’re calculating the price in a handyman estimate is your supplies and materials. Most jobs will require that you come with specific supplies, all of which should be billed to your client. You should also factor in taxes in your pricing estimate.

Given that most handyman jobs aren’t recurrent, it’s likely that you’ll be billing your client once. Keep track of all your expenses and add a markup to ensure that you’re attaining your profit margin.

What’s the Difference Between a Handyman Estimate Versus an Invoice?

An estimate is a rough calculation of the cost of work needed to be done upon initial inspection. Upon a handyman getting into a project, it’s not uncommon that the scope of the work will get expanded. Whether it is due to hidden damages that weren’t assessed or complications during the project, your invoice at the completion may be different from your estimate. An invoice is a bill for the services once a customer hires you for a project. They typically contain itemized costs and terms of payment.

Why Go Digital With Estimates Rather Than Paper Forms

There are many options for creating paper form estimates, including Excel, Word, and Google spreadsheets. Whereas these options are free to use, there are many hidden costs and risks involved when using them. These include:

Human error: When using paper forms, you can mistype formulas or make other errors and not notice that the final calculation is wrong.
Version control issues: It can be challenging to keep track of the latest version of a document, especially if you have multiple versions of the same document.
Lost work: This usually happens accidentally when a computer crashes and the document isn’t saved, or similar cases.

More and more companies are turning to digital forms to create estimates. Digitizing handyman estimates can bring a number of benefits to handyman businesses. Including:

Secure cloud platform for estimates
Automatic calculations
Digital signatures
Image capturing ability
Availability of reference data

How Does Estimating Software Work for a Handyman?

Regardless of whether you’re repairing a drywall or installing a new ceiling, a handyman’s job is never finished. With the hectic schedule and the sheer range of services you may offer, a handyman estimating software can help you manage your inventory and eliminate the sleepless nights of handling endless amounts of paperwork.

GoCanvas estimate software for handyman businesses can help convert your paper estimates into efficient digital forms. It simplifies the contract bidding process with its mobile estimating tools that are both easy-to-use and comprehensive.

With our estimating software, you’ll be able to:

Auto-populate data like prices and parts to minimize manual input and eliminate errors.
Automatically calculate the cost of labor and materials.
Store estimates in the cloud so that you can review and update them anytime, anywhere.

Try out our handyman business estimate form mobile app for free.

About GoCanvas

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

Check out even more resources

The Ultimate Guide to Quality Control Inspections

Managing a construction project is a complex and stressful process. Among other things, you have to coordinate project team members, materials, and equipment and ensure that contractors are not afflicted by the potential risks and hazards present at the construction site. That said, quality means different things to different people which is why you should…

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Constructions Digital Transformation

Your competition is finding faster ways to capture data and get critical insights from the field into their existing systems. In short, they’re not going bigger, they’re getting smarter. In this 15-minute broadcast on the construction industry’s digital transformation, find out why the trend is to modernize workflows – and how you can stay ahead of the curve…

See how VIP Lighting optimized efficiency with GoCanvas

VIP Lighting is a retail lighting and electrical maintenance business that services over 10,000 retail locations all over Australia and New Zealand. Before GoCanvas, VIP Lighting had two separate systems that were impossible to integrate, leading to inefficiencies. GoCanvas made it easy to integrate their systems into single, centralized platform…

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Ultimate Guide to Roof Inspection Report Templates

Posted on February 25, 2022July 28, 2025 by GoCanvas Team

Ultimate Guide to Roof Inspection Report Templates

Inspections | Business Operations | Reporting

As a roofing contractor, your business has a long list of forms that need to be completed on the job. This includes things like routine inspections, roof reports for clients, safety forms for employees, and a multitude of other related forms like work orders and estimates.

Instead of relying on paper forms, contractors are converting these processes into digital forms to help simplify workflows for everyone involved. This article covers an overview on roof inspection reports and links to the digital templates you can find provided by GoCanvas. Using our roof inspection report software, contractors can easily manage and share documents all from one centralized platform.

What is a roof report?

A roof report is a document that records the current condition of the structures and features of a roof. For example, a residential roof report would document the condition of a sloped roof or a flat roof for a homeowner, whereas a commercial roofing report would be created for the building owner of a commercial space.

In general, a roof report is designed to document findings from the inspection process that looks for any sort of structural damage, decay, or deterioration. The report summarizes everything the client or owner needs to know about the roof at that given point in time, so they can make appropriate repairs or plan for them in the future.

How do I write a roof inspection report?

With many different types of building structures and purposes, there are naturally many different types of roof reports. What to include in your roof inspection report will depend on many factors like the type of building, type of roof, client information, and more.

Rather than starting from scratch when writing a roof report, contractors can leverage pre-built templates and simply customize the form with any additional fields needed. Here is one example of the types of information that can be included when writing a basic roof report:

Basic information – Includes things like the client name, location, report #, date of the report
Roof notes – Includes things like estimated roof age and life expectancy, general roof condition, photos captured, and general roof condition notes
Roof diagram – Documents the roof type, slopes, and other important elements or parts of the roof
Signatures – Sign off with the roof inspector’s signature is included to make it official

What is included in a roof inspection?

The roof report sent to the owner or client is often a summary of key findings from the roof inspection. So what is included in a full roof inspection form? According to InterNACHI standards, a roof inspection should cover:

The roof-covering materials;
The gutters;
The downspouts;
The vents, flashing, skylights, chimney, and other roof penetrations; and
The general structure of the roof from the readily accessible panels, doors or stairs.

The roof inspection standards from InterNACHI also note that the inspector should describe

the type of roof-covering materials and should report as in need of correction, such as observed indications of active roof leaks. Other standards note that the inspector is not required to:

Walk on any roof surface.
Predict the service life expectancy.
Inspect underground downspout diverter drainage pipes.
Remove snow, ice, debris or other conditions that prohibit the observation of the roof surfaces.
Move insulation.
Inspect antennae, satellite dishes, lightning arresters, de-icing equipment, or similar attachments.
Walk on any roof areas that appear, in the inspector’s opinion, to be unsafe.
Walk on any roof areas if doing so might, in the inspector’s opinion, cause damage.
Perform a water test.
Warrant or certify the roof.
Confirm proper fastening or installation of any roof-covering material.

Roof Inspection Report Examples and Templates

With digital roofing report templates, employees in the field can fill out forms on a mobile device or tablet and have the information automatically sync back to the office for reporting. Roofers and roofing inspection companies can use roofing inspection management software from GoCanvas to help speed up the inspection and maintenance process. Here are some examples of roofing forms for contractors:

Roof Inspection Checklist – As part of any building inspection, use this detailed checklist template provided in this mobile app to inspect and detail the condition of the roof and lead to early detection of any roof problem or damage (roof leaks).
Roof Inspection Report – Provides a simple way for roof inspectors to track the results of their work and note any issues found during the inspection services. Once the roof inspection form template is complete, the roofing contractor can sign off on the results and have the homeowner or building owner sign off as well.
Roofing Certificate of Completion – Use this app as a contractor when documenting successful completion of roofing for a building. Workers in the roofing industry can use this roof installation and repair form to generate new work completion forms once a job has been completed without having to return to the roofing company office.

Additional Forms for Roofing Contractors

Beyond roof inspections and reports, there are many other related roofing forms that can be used on the job site. Here are some other examples of how roofing contractors are using GoCanvas to streamline their operations:

Work orders – Managing work is simplified when using software for generating work orders, dispatching the right workers, and tracking the status of work in progress. GoCanvas helps provide the tools to improve workflows between the field and office, with easy-to-use software for managing roofing work orders.
Estimates and Invoices – Another opportunity to streamline work is by digitizing your roofing estimates and client invoices. GoCanvas enables you to provide a digital customer experience with PDF reports for estimates, and digital invoices that allow you to get paid faster. You can even sync GoCanvas with your accounting system to automate processes and you can also use our software to manage employee timesheets to track hours worked on client sites.
Safety and Meetings – Roofing work requires working at heights and contractors need to ensure property safety protocols are followed on the job. GoCanvas can also function as a safety management system, with forms specifically designed for roofing safety. Use GoCanvas to provide fall prevention safety meetings, ensure proper PPE with checklists, and enable employees on the job to perform self inspections with checklists for fall protection equipment.

Get started with a free trial of GoCanvas to see all of the roofing contractor forms we have to offer. To learn more about the benefits of digital forms for the roofing industry, hear from Texas State Builders in the video below to see how they leverage work process software.

About GoCanvas

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

Check out even more resources

Connect with an Expert Today.

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Quality Control vs Quality Assurance: What Construction Companies Should Know

Posted on February 15, 2022July 28, 2025 by GoCanvas Team

Quality Control vs Quality Assurance: What Construction Companies Should Know

Business Operations | Compliance and Safety | Inspections

Any reputable company in the construction industry operates on a safety-first basis at all times. The health and safety of its employees are paramount to the company because the company is well-aware of the fact that the employees are the ones who enable the company to do what it does. They are the backbone that makes everything else possible. This makes the processes of both quality assurance and quality control essential. However, there is some confusion about what these terms mean, what the differences between the two are, and why each one is fundamental to the operation of a successful and growing business. We will cover these topics and many more right now.

Quality Control: What Is It?

Imagine a world in which there is a one-in-ten chance that the packaged food that you purchase is expired, moldy, and could make you sick if consumed. If that is the world that we live in, then no one would purchase those foods any longer. Of course, that is not the case, and people can go about buying their packaged foods with relative assurance that they are safe. This is because of the quality control processes implemented by the various food manufacturers. Those same procedures are used in the construction industry as well to ensure that:

Every project comes out the way that the customer expects
There is uniformity in how policies are implemented
The construction materials are of the highest standards of quality
The company can build a good reputation based on the quality of the work it has already performed
There aren’t complaints from customers after the project is done

Quality control is the catch-all term for the various procedures that one implements to make sure there are not any defective materials or practices being implemented at any stage of the construction project.

The Importance Of Quality Control

It is critical to remember that while quality control is typically used to ensure uniformity at every stage of the construction project, there are some exceptions to this rule. Carnegie Mellon University points out:

While conformance to existing design decisions is the primary focus of quality control, there are exceptions to this rule. First, unforeseen circumstances, incorrect design decisions or changes desired by an owner in the facility function may require re-evaluation of design decisions during the course of construction. While these changes may be motivated by the concern for quality, they represent occasions for re-design with all the attendant objectives and constraints.

Adaptations to the construction project may be necessary at times to provide the highest level of quality throughout the entire project. Quality control does NOT mean being completely inflexible, it just means providing the highest levels of quality throughout every stage of the process. Project managers who are able to do this will likely win more business for the firm in the future, given their attention to detail and insistence on delivering excellence to their clients.

What Is Quality Assurance?

Quality assurance focuses more on the implementation of policies to ensure that safety is always at the forefront of all decision-making from the start. The aim of all QA processes is to try to bring a safer environment in which everyone can operate. It is challenging to be certain, but that is why the people who are brought in for this job are expertly trained on what needs to be done.

Juran.com gives a brief explanation of what quality assurance is:

The emphasis of quality assurance is less on the end product, and more on the processes and systems involved in creating it. For this reason, auditing is an important part of the quality assurance function–particularly quality auditing, which examines an organization’s entire quality management system (QMS).

In the construction industry, there is nothing worse than getting towards the latter stages of a project only to discover that certain processes were missed to begin with. That can lead to the derailment of the entire project, and no one wants to see that. Thus, various methods of quality assurance have been implemented to attempt to prevent this from happening.

Types Of Quality Assurance

There are different approaches to quality assurance that work. Companies often experiment with various approaches to the problem. The method that one takes at any given moment often comes down to what is likely to work best given the needs of the project at that time.

Stress Tests

Putting an element of the project to the test before it is placed into the actual project. This allows people working on the project to test for themselves how the various elements of the project may stand up when put to the test.

The idea is to put materials under some of the toughest conditions that they may face while in real-world environments, in order to see if they are strong enough to withstand what the world may throw at them. Working with materials on this scale allows for companies to test various strategies and see what works best for what they are attempting to accomplish.

Changes In Company Culture

At times, companies may consider it to be in their best interests to alter the ways in which they do business. If they can change the culture around how they use and develop the materials that will go into their projects, then they can perhaps create better outcomes. Often, it all starts with a change in mindset among the employees. It is imperative to get everyone to think about the end-user of what they are attempting to build. The more that the focus stays on those people, the better the products produced (for the most part). They say that no man is an island, and no person within a construction company should feel that their role is unimportant. They all need to believe that everything that they do serves an end purpose that is vital to the company’s success.

What Makes Both Quality Control And Quality Assurance Necessary?

Think back to a time when you were in school. Draw your mind back to the days when you were assigned a group project to work on with your classmates. Perhaps you enjoyed this kind of work, or perhaps you dreaded it. Either way, you ultimately knew that getting the project done right would take teamwork, focus, and attention to detail. You could not let yourself or your teammates wander too far off track without risking a lack of progress on the project.

Quality control and quality assurance can be thought of in that way as well. They are safeguards against letting some small aspect of a project derail the larger framework of what you are trying to accomplish.

We actually practice quality control and quality assurance in our daily lives all the time, we just don’t necessarily think of it like that. When you take a few moments to re-read over an e-mail you are about to send, or even when you stop to think about your words before making a comment to someone, you are performing a version of quality control. You don’t want to offend anyone, and you don’t want to send something embarrassing via your e-mail address, so you take a little extra time to make sure everything is perfect before giving it the green light. When this same thing is practiced on a larger scale, we call it quality control or quality assurance.

Preventing Lawsuits And Other Headaches

We should not breeze past the fact that exceptional quality control and quality assurance policies can help limit the likelihood and the damage from any potential litigation levied against the company. Companies are hit with lawsuits every day, and construction companies are frequent targets of those lawsuits. Worse yet, construction companies can be on the hook for lawsuits years after they have completed the project they were assigned to do. Thus, it can almost feel as though they have no escape from the potential for lawyers hounding them over some faulty aspect of their work.

The only way to reduce the chances of a lawsuit being thrown at them is to ensure that the quality of the work is superb from start to finish. Quality control and quality assurance steps are necessary to act as a backstop against poor quality designs and/or work getting through. They are a protective mechanism that can help construction managers rest a little easier at night.

The small amount of extra time that it takes to perform QC and QA steps is nothing compared to the potential for losses stemming from a lawsuit. It is necessary to run a cost-benefit analysis in these situations, and there is no doubt that the benefits of performing QC and QA steps far outweigh any cost of doing so.

Construction managers have enough to worry about without having to take on the added stress of potentially getting sued on top of it all. Thus, the immediate implementation of concrete steps to take for both QC and QA purposes is incredibly important at this time. Companies need to have their policies firmly established and understood throughout the company, and that training process needs to begin immediately.

About GoCanvas

GoCanvas is a mobile platform that makes it simple for any business to automate how work is done, replacing outdated processes and expensive paperwork. The GoCanvas App works on all smartphones and tablets, helping companies easily collect information across their organization, share it instantly with others and gain real-time insights on their business operations. Get started today with solutions for quality control forms, quality control inspection apps, and other workflow management tools built specifically for the construction industry.

About GoCanvas

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

Check out even more resources

The Ultimate Guide to Quality Control Inspections

Constructions Digital Transformation

See how VIP Lighting optimized efficiency with GoCanvas

Connect with an Expert Today.

We’ll help you put together the right solution for your needs.

Your Guide to Property Inspection Reports

Posted on February 5, 2022July 28, 2025 by GoCanvas Team

Your Guide to Property Inspection Reports

Inspections | Reporting

Inspections on commercial buildings are something that happens every day. In fact, there are many cases when a commercial inspection is required by law. It is essential to understand what an inspection is and why it is so important. This is particularly true for those in the construction industry, property management, and building owners. To make it all as straightforward as possible, it is good to start with the most basic elements and move forward from there. Continue reading this article for an overview on property inspections and how you can generate digital reports using GoCanvas forms.

What Is A Property Inspection For A Commercial Building?

Society has been conditioned to think of a property inspection as a certain thing from popular television shows on the cable channel HGTV. These shows make it abundantly clear that property inspections are performed all the time on residential properties before they are sold. However, those inspections are not exclusive just to residential properties. In reality, these inspections have to take place on commercial buildings as well.

A few examples of commercial buildings include:

Restaurants
Shopping centers
Cafes
Office buildings
Hotels

These buildings and many others all require inspections to be done on them regularly for the safety and protection of the people who come inside them. The government requires that these buildings be inspected during the construction process, but also after a certain number of years have passed since construction.

Who Performs Inspections On Commercial Buildings?

There are many options for choosing who to go with when it comes to performing inspections on commercial buildings. Property managers/owners have to decide between these options based on what they can afford and what they feel makes the most sense for their particular needs at that time. Once again, there is not a “right” or “wrong” answer, there is simply the answers that work or don’t work for that particular individual.

Architect

The most professional, and potentially most expensive, choice for getting a building inspection is someone who works as an architect or engineer. This individual has specialized knowledge of how a building should be inspected and what to look for. They have extensive training and schooling in the art of building construction, but this also means that they are a major asset to the property owner. Thus, it is not surprising that they are able to charge more for their services than some of the other options that we will discuss. You really get what you pay for when you opt for hiring an architect. They are bringing a wealth of experience and knowledge to the table.

Commercial Building Inspector

Those who still need to get a building inspected but don’t necessarily want to spend the kind of money necessary to hire an architect may consider opting for a commercial building inspector instead. These individuals may have experience inspecting both residential and commercial buildings, but you should take caution when hiring someone for this role.

You need to research how extensive their experience is as it specifically relates to commercial buildings. You want to get someone who clearly knows what they are doing and can put their experience into action for you. If the extent of their experience largely lies in residential buildings, then it may be necessary to continue the search until you find someone who more specifically works in commercial properties.

Commercial Property Inspection Reports: Why Do They Matter?

We have talked a lot about commercial property inspection reports, but we haven’t dove into the question about why these reports are so important. We should establish a baseline for why these reports matter.

Totallendersolutions.com provides an excellent example and set of reasons why these inspection reports matter. Here is what they say:

For some businesses, like restaurants, practically everything rides on their physical space. It’s therefore critical that borrowers have a clear, detailed picture of the property they’re looking to purchase. Commercial property inspections are the crucial first step in ensuring that the business acquires a property that is a good fit for the business, will hold its value, and above all else will be a safe place for employees and customers alike.

They make it clear that a business is looking for supreme value when it goes through the processes that it needs to in order to get an inspection report. The worst thing that could happen to a company that purchases a commercial building without an inspection is that it ends up with something that does not meet its needs and is challenging to offload. Imagine getting stuck with a building that no one else wants to purchase but that doesn’t suit your needs either. The suffering that you would have to go through as a result of this is almost too much for most people to bear.

While working on getting your inspection report, you should think about the people who are compiling that report for you in the first place. Does it make sense to hire someone that has a vested interest in the property or in your business? Probably not. They may be too biased to give you the honest assessment of the property that you really need to make your decision. Thus, it is advisable to go with a third-party provider who has no connection to your business or to the property at all. When you find an inspector like that, you are all set. They won’t push you in one direction or another. Instead, they will offer their brutally honest assessment based on the facts presented to them.

What Types Of Property Inspections Are There?

There are different property inspections that you should know about. Here are some of the common types of property inspections that exist for different purposes.

Construction Inspections

A myriad of construction inspections are necessary during the build phase of a new property. If something is first being constructed, the government will make people perform a number of inspections before it can be built. These include:

Fire inspection
Plumbing inspection
Foundation inspection

These are just a few of the things that one will have to do as they work on a new building. If you have ever wondered why it can take a great deal of time for a brand-new building to go up, it often has something to do with the number of inspections that it must go through before it can be finalized.

Real Estate Transaction Inspections

When property is switching hands from one party to another, it becomes increasingly important to ensure that the property is properly inspected as it is supposed to be before it switches hands. We live to think that everyone will be honest in their transactions, but we know that this is not necessarily the case.

An inspection conducted during a real estate transaction is done to make sure that everything about the property is on the level when it moves from one person to another. This often means that the inspector will focus on specific line items that are often missed. Perhaps the property has not undergone an inspection since it was first constructed, and it may be overdue for a number of needed inspections. If that is the case, then your third-party property inspector can let you know what needs to be done, and they can often do the inspections themselves if you are willing to pay for that service.

Property Manager Inspections

Property managers need to perform inspections on the properties that they have leased out to tenants when those tenants are ready to leave. The reason for this is because they need to ensure that their tenants have not done any damage to the property that could take away from its value. There is a reason why most property managers require new tenants to make a deposit when they first move into their property. They hold on to any portion of that deposit that is necessary to repair the elements of the apartment that are left in disrepair when the tenant leaves.

A thorough inspection of the living space by the property manager can turn up any issues that the tenant left behind when they left the property. Any damages and their estimated cost of repair must then be reported to the tenant.

Insurance Inspections

Those who wish to purchase insurance on their personal home are likely able to do so without much paperwork or frustration. However, those who need to purchase insurance for a commercial property may have to put a little more effort into getting the help that they require. The reason for this is because they will need to get an insurance company out to them as soon as possible to inspect their property and let them know if there is anything special they need to do to fix the property before it becomes insurable.

When you are the property owner in this situation, you are hoping that no issues crop up, but you cannot guarantee this until you take the time to get an insurance inspection done.

Conclusion

There are many types of inspections that are necessary to take care of the general flow of business and life. Now that you know a little more about these inspections and how they work, you can better prepare yourself for the reality of what you will need to go through when you need to have one of these inspections performed.

GoCanvas provides all of the digital tools your business needs to perform inspections. By going digital with inspection forms, your business can streamline the inspection process and instantly share digital reports with key stakeholders. Sign up for a free trial to see our inspection forms in action or contact our team to learn more.

About GoCanvas

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

Check out even more resources

The Ultimate Guide to Quality Control Inspections

Constructions Digital Transformation

See how VIP Lighting optimized efficiency with GoCanvas

Connect with an Expert Today.

We’ll help you put together the right solution for your needs.

Your Guide to Punch Lists [+ Templates]

Posted on January 10, 2022July 28, 2025 by GoCanvas Team

Your Guide to Punch Lists [+ Templates]

Inspections | Field Operations | Forms

Construction projects require many detailed processes to close out work to a client’s satisfaction. Even with all the best intentions and preparation, things can be overlooked and oversight can happen during different phases of construction. Final repairs or improvements often need to be made to sign off on the final project by all stakeholders. Punch lists are designed to spot any mistakes or incomplete work left on the project and identify the final measures needed to close out the work. This article will discuss the meaning of a punch list and how digital forms can help simplify the process for everyone involved.

What Is a Punch List?

A punch list is a list of outstanding or incomplete work. They are used by property owners and managers, as well as contractors and subcontractors, to ensure all remaining items have been taken care of before a project is considered complete.

For example, if you have just had your home painted, the contractor might specifically note on a punch list that some windows are not properly caulked and need to be re-done. The contractor will not sign off as being finished until those items have been addressed and corrected.

Punch lists don’t have to be limited to construction sites. They can also serve as a helpful checklist during property inspections or move-in/move-outs.

What Is The Purpose of a Punch List?

The primary purpose of a punch list is to identify any tasks that were not completed on-site or on time (for example, installing insulation). However, it may be more about identifying “material” oversights. That is any missed steps that will likely not be completed at all or can be corrected later in the job.

The list also prevents these oversights from being repeated in future jobs. For example, the construction company could update their materials list to include the measurements of bricks they should use for insulation installation. Or maybe cut out other tasks that are likely to fail or cause problems.

Typically, a contractor or subcontractor will also use a punch list as the last step in completing a job. Final walk-throughs, meetings with clients, etc., might also be held before the punch list is finalized.

Who Fills Out a Punch List?

On average, four or more people will likely contribute to the punch list. They include the following:

Contractor: The contractor or subcontractor is typically responsible for the punch list.
Architect: The architect will inspect the site and create a list of changes to be made, in addition to noting any problems with the actual construction.
Site manager: The site manager has been on-site throughout the project and knows what work is incomplete and what needs to be addressed.
Homeowner/Client: The homeowner or client will contribute any changes to their original request or ideas about what still needs to be done.

It is essential for these people to be involved in creating a comprehensive punch list because everyone who has spent time working on the project should be aware of what still needs to get done. They know what has gone right, and more importantly, they know what has gone wrong.

Combining everyone’s experiences increases the chances that everything will get completed or at least identified for later (or corrected if possible). This is especially important when different companies are involved in the same construction project or if the person responsible for completing a punch list is not on-site.

How Do You Write a Punch List?

The specific format of a punch list can vary, but it will generally contain some or all of the following items.

An overall description of the project that includes the name or purpose of the project, date range, and the start/finish dates
A section indicating the room (e.g., balcony, living room, entry way)
A section with itemized tasks to be completed on-site. Each item on a punch list will be identified by a number. The list should be detailed enough to easily be understood by someone who did not manage the project (for example, a new client).
Space for comments about the problems and what still needs to be done.

The list is then given to the client or project manager for review and approval.

A Punch List Example

A punch list could contain dozens or hundreds of individual items. However, here is one example of what a punch list could look like:

Item 1 – Painting on the north wall needs to be refreshed due to cracking.

Item 2 – The west stairwell needs to be re-caulked

Item 3 – The HVAC units need to be re-insulated

Item 4 – The garage door needs its inspection sticker

Item 5– Drywall cracks around outlet in the kitchen

Item 6 – Hole in exterior wall needs to be filled and painted

Item 7 – Ceiling paint is missing in one bedroom

Why Is It Called A Punch List?

Originally, punch lists were small paper forms that were punched with a series of holes. Each hole was used to indicate the status of an individual item.

For example, if the punch list indicated that an item had been completed, the worker would place a metal stamp over one hole in the form. If they skipped an item, the punch list would have two holes. When used correctly, it was easy to see at a glance if an item had been addressed or missed.

The name became famous because of this method of “punching” holes in paper forms. While paper forms are sometimes used today, more companies are switching over to digital forms to simplify the process and bring this important report online to the cloud.

Why You Should Go Digital With GoCanvas Punch List Templates

There are several ways in which using digital punch lists can be beneficial for your business.

Instant reports available online. There’s no need to print and distribute physical copies of the list. It can be completed, signed-off, and sent electronically rather than having everyone on-site re-write it out or wait for a paper form to come back around.
Include photos for more detailed reports. You can also use mobile forms to quickly enter any missing items, attach photos to explain the problem, and even provide notes about what needs attention or how it should be addressed.
Collect signatures and collaborate. After you’ve made sure everything has been noted on the punch list, you can send it back to them for approval or forward it to your client’s project manager.

Get Started for Free with GoCanvas Punch List Templates

GoCanvas can be used to create digital punch lists for your business. Our pre-built templates are built with industry best practices in mind and make it easier than ever to get everyone on the same page quickly without wasting paper or time.

Modernize your operations with punch list templates, along with the other important construction management software like work orders, inspections, safety forms, and more. Visit our website to learn more about GoCanvas for the construction industry or sign up for a free trial account today.

About GoCanvas

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

Check out even more resources

The Ultimate Guide to Quality Control Inspections

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Free Equipment Checkout Form Templates

Posted on January 3, 2022July 28, 2025 by GoCanvas Team

Free Equipment Checkout Form Templates

Business Operations | Forms | Inspections

Construction job sites require workers to use heavy equipment, tools, and other important assets. Keeping track of your equipment is an essential part of the job and having processes in place helps ensure equipment is well managed.

Some companies choose to manage this process with simple equipment checkout forms on site using paper. But paper forms are not always ideal for growing businesses that need to establish documented processes for tracking equipment and inventory checkout. Instead of relying on paper forms, construction firms can use mobile apps and forms for easier management and visibility into job site operations.

Continue reading this article to learn how mobile forms can be used for managing the equipment checkout process.

Why do you need a digital equipment checkout form?

Printable checkout forms using paper have a few disadvantages. Here are some of the top reasons to consider going paperless:

Paper forms can be easily lost or corrupted

Unfortunately it can be very easy to misplace or lose important forms when using paper. When managing assets like equipment, issues with paper work can lead to valuable things potentially becoming lost or misplaced.

Companies looking to simplify inventory management and asset tracking have gone the way of digital apps that make it easy to keep track of checkout and equipment forms. Since records are stored digitally to the cloud (even without an internet connection), you can be sure that forms are never lost and are easily accessible from anywhere.

The other downside with paper forms is that sometimes information is not filled out entirely, leaving off important details on the form. This can require you to track down the information later on or deal with incomplete data. Mobile apps help to ensure that data is filled out correctly every time, with required fields, drop-down lists, GPS tracking, and other features that promote standardized data.

Printable forms provide limited visibility in real-time

Digital apps also provide a better system to work between job site and office. While paper forms tend to become siloed, information stored to the cloud is easy to report on and track from anywhere.

For equipment management, this means your team has greater visibility across multiple job sites and information can be tracked in real-time. This can save time for everyone involved and provide a better solution for documenting and reporting on equipment being used for construction projects. Bringing information online can help to streamline tasks and improve workflows between disparate teams and locations.

GoCanvas Equipment Checkout Form Templates – Start Your Free Trial

GoCanvas is a leader provider of mobile apps for the construction industry, helping contractors worldwide to streamline their operations. Our mobile forms are completely customizable to your business needs, providing an easy-to-use platform for managing how work gets done. GoCanvas offers many pre-built form templates for the construction industry, like our equipment checkout form.

Key benefits of this app:

Equipment log that is designed to keep track of tools and other assets securely from a centralized platform for contractors
Ensure you know where heavy equipment and rentals are being used, helping to avoid lost tools and costly replacements
Customize what information is collected, from name of the tool, serial number, date and time, condition of the equipment, and more.
Collect digital signatures to provide an electronic record
Sync to analytics and reporting tools to easily run reports or export them to PDFs to share via email.

Sign up for a free trial to see how mobile forms can simplify tasks like equipment checkout, inspections, work orders, and much more. Looking for something else? Search thousands of pre-built form templates on the GoCanvas App Store.

About GoCanvas

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

Check out even more resources

Gown Your Business with GoCanvas Partner Program

Join our Partner Program and gain instant access to our global network of thought leaders and industry experts enjoying shared collaboration and collective success.

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Partner Snapshot: Forte Supply Chain Solutions

Explore how Forte Supply Chain Solutions partnered with GoCanvas, combining in-house industry expertise with our white-label mobile forms to revolutionize their processes.

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Compliance and Safety | Analytics and Data Collection | Inspections

How To Prepare for an OSHA Safety Inspection

Posted on December 20, 2021July 28, 2025 by GoCanvas Team

How To Prepare for an OSHA Safety Inspection

Plenty of owners of small- and medium-sized businesses find the prospect of having an Occupational Safety and Health Administration (OSHA) inspection scary, especially since the agency is now inspecting businesses from bakeries and liquor stores, to construction companies, tire stores, and performing arts companies.

But you can be ready for OSHA.

Knowing what to expect, and using some easy-to-use technology, can help even small- and medium-sized businesses without large safety budgets feel like they are equipped if OSHA comes calling. This article will cover four steps you can take to prepare for OSHA inspections, and avoid fines and violations.

Understand OSHA’s inspection priorities and most-cited hazards
Develop safety checklists unique to your business
Put an OSHA inspection plan in place
Know what to do on inspection day — and after

OSHA inspection planning is critical for almost every type of business. Continue reading this article for our guide to OSHA Safety Inspections.

1. Know OSHA’s Most-Cited Hazards

While OSHA doesn’t break down its more than 70,000 or so annual inspections by industry, it does offer a list of its top 10 most-cited violations. Think of these as “trouble spots” you should concentrate on addressing. In 2020, these were the top 10 most frequently cited standards by OSHA.

Fall Protection—General Requirements (§1926.501): 5,424 violations
Hazard Communication (§1910.1200): 3,199 violations
Respiratory Protection (§1910.134): 2,649 violations
Scaffolding (§1926.451): 2,538 violations
Ladders (§1926.1053): 2,129 violations
Lockout/Tagout (§1910.147): 2,065 violations
Powered Industrial Trucks (§1910.178): 1,932 violations
Fall Protection—Training Requirements (§1926.503): 1,621 violations
Personal Protective and Life Saving Equipment—Eye and Face Protection (§1926.102): 1,369 violations
Machine Guarding (§1910.212): 1,313 violations

Three out of the top 10 most-cited violations — fall protection, scaffolding, and ladders — involve construction standards. Not surprisingly, the construction industry remains among the industries most frequently inspected by OSHA.

How does OSHA choose when and where to conduct an inspection?

The agency can’t possibly inspect all 7 million workplaces that it covers. Here is how OSHA decides where to go:

Referrals or tips. Hazard information reported by government agencies, nonprofits, the media, and individuals often prompts an investigation.
Employee Complaints. Employees can request anonymity when filing complaints and such allegations often warrant OSHA follow-up.
Follow ups. OSHA frequently conducts follow-up inspections to previous visits, so stay prepared.

2. Develop Unique Safety Checklists

OSHA may have issued you a “checklist” when you opened your business, but that’s just a starting place.

That’s because the agency’s inspectors additionally develop their own policies for specific industries via the “General Duty” clause. They can then use it to cite workplaces for violations of regulations that aren’t written down. And they do it. It’s clear that as a business owner, you can’t simply follow OSHA’s safety checklist and take a nap.

You’re responsible for creating and maintaining your own safety checklists and procedures specific to your industry and workplace – and then for keeping those checklists up-to-date and following them.

To create your checklist:

Start with what OSHA delivered to you
Take a look at the most cited violations list
Inspect your workplace to find any other potential violations that might likely occur
Create more than one checklist – one for the front office, and other for the primary worksite itself

Then get employees from each area to take turns checking for and recording any hazards they encounter on a regular basis – some items only monthly, others every day. (You’ll want to develop safety inspection calendars to guide inspection efforts in each area.)

Let Technology Help You

Now, this is where mobile application technology comes in.Moving from paper checklists to mobile apps, which can be customized to your company’s unique and varying needs, can make your OSHA compliance efforts much easier and more effective.With mobile checklists, you:

Enter data in real time and that data is not only stored in the cloud, but can be immediately shared with a supervisor or manager, minimizing response times
Create a variety of inspection checklists for various tasks and sites – all accessible from a smartphone or tablet
Update your mobile apps as OSHA guidelines evolve and change to reflect changes and immediately deploy the information across your organization
Your mobile checklists are not only more flexible than the paper versions, ensuring that your business is in compliance with the latest regulations, but employees will never again have to drag around a big binder while doing a self-inspection or making copies of paper checklists.

Mobile data will also offer insight into:

What are your common problem areas?
Which of your safety procedures are redundant?
Which employees are completing safety checks regularly?
Which team members are wearing the proper protective clothing and equipment?
Which employees are safety leaders? Safety violators?

3. Put an OSHA Inspection Plan in Place

Now that you’ve made your checklists and safety self-inspection calendars, you have to prepare for the inevitable:the day an OSHA inspector shows up. What happens and what do you really need to be ready for?

Create a plan

First, you need to put together a day-of-inspection plan. Doing so will give you some control over the OSHA inspection, make a good impression on the inspector, and – most importantly – result in fewer violations. Assemble an inspection team, including:

Representative from management. A member of senior management or your dedicated safety officer. He or she is charged with recording everything that happens, making decisions about where and what the inspector can observe, and answering questions.
Photographer. Always photograph everything the OSHA inspector photographs.
Document controller. To have access to all the documents the inspector might request. This is where mobile form apps are extremely useful. Your document controller will be able to access everything he or she needs with a few swipes of a tablet.

Prep the team in advance

Due to changing priorities and regulations, OSHA may shift its focus to any business or industry at any time. It’s important to prepare your team in advance and here are a few tips:

Practice Interview Questions. Prep your team for likely employee interviews and understand your rights. They should answer questions specifically and truthfully, but not volunteer any additional information.
Hold Surprise Inspections. Try to make these mock inspections as true to an OSHA inspection as you can. Get pushy: For instance, “demand” documents that your team members aren’t supposed to give up.
Create Mobile Checklists in Advance. Use mobile checklists to help you prepare for OSHA inspection day. Besides self-inspection checklists, mobile apps can help you create your inspection plan, manage “surprise” inspections, and organize all those regulatory documents.

Make sure you understand what rights your team has if the OSHA inspector arrives and be sure to test your team’s knowledge in advance.

4. How Software Can Help Your Business with OSHA Compliance

No matter how well you prepare, OSHA might find something that you need to correct. But with proper preparation, you’ll be much less likely to be cited for serious violations. Most importantly, you’ll have a strong system in place to keep your employees safe and free from workplace hazards.

By tapping into the power of mobile apps and cloud-based technology, you can ensure that your business is more than ready to welcome OSHA inspectors when they come calling.

Use Mobile Forms Apps to Stay Violation-Free

By using mobile apps to create safety checklists, analyze your business’ safety program and trouble spots, and implement corrective action, you’ll avoid injuries and safety violations — keeping you off OSHA’s radar in the first place.

GoCanvas has a wide variety of OSHA mobile apps that can help make your business safer. Get in touch to find out how cloud-based data collection can take your OSHA compliance efforts to an entirely new level.

Why GoCanvas for OSHA Compliance?

Easy-to-use software. Creating checklists to inspect and regularly record hazards and correct them can keep you clear of fines. Making those checklists mobile keeps data at hand and accurate.

Accessible documentation. Mobile apps ensure that the appropriate people have access to important documents in real time and employees know their roles in case of an audit.

Improve safety compliance. In the majority of cases, OSHA’s inspections are not announced in advance. You have to be prepared at all times and mobile apps like GoCanvas can help to ensure compliance and lower your risk.

3 Key Benefits of Software for Mobile Forms

Still not sure about moving to software for capturing form data? Here are some of the key outcomes companies have seen when implementing software platforms for mobile data:

Increase Productivity. Mobile forms can improve annual productivity by 28% and show an ROI in 6 months.
Cost Savings. A company can lose hundreds of hours in manual data entry. Mobile forms save an average of $40,000 in year one.
Lowered Risk. Companies that implemented mobile form software report that they have reduced their risk and liability by 18%

About GoCanvas

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

Check out even more resources

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Top Checklist Apps for the Construction Industry

Posted on December 1, 2021July 28, 2025 by GoCanvas Team

Top Checklist Apps for the Construction Industry

Analytics and Data Collection | Business Operations | Inspections | Project Management

Embracing technology is one opportunity for contractors in the construction industry to increase their productivity and streamline operations. Construction project management software is one category of software solution that can be deployed on job sites to manage how work gets done. This article covers some of the top construction checklist apps in the construction industry, with links to examples and templates you can access on the GoCanvas site. We will also share some of the key benefits for using construction checklist apps and the top use cases within the construction industry.

Why Go Digital with Construction Checklist Apps

Historically, companies used paper forms as the primary mode of collecting data, but more firms are beginning to move away from paper-based processes. Companies are now switching to digital apps that can simplify the process for everyone involved and eliminate the headaches of using paper forms. Bringing the process into the digital world is beneficial to organizations in a number of different ways. Here are some of the key benefits:

Improve Workflows Between Field and Office

Construction apps help to streamline work between the field and the office. Eliminating paper forms helps to reduce the time spent on manual and error prone processes that can waste time and decrease productivity for everyone involved. All data can be easily captured using a mobile device or tablet, without requiring an internet connection. Digital construction apps transform how teams work, both in the field and in the office, with a suite of tools designed to improve and manage workflows.

Enable Best Practices for Data Management and Analytics

Digital construction apps for contractors help to ensure that data is consistent and accurate every time, with standardized fields for collecting information and best practices for data capture. Businesses also need greater visibility into their operations in real-time. Digital construction apps allow you to track issues in the field and have a quick turnaround time if another action needs to be taken, like scheduling further maintenance or repairs, for example. Construction apps for contractors promote best practices for data capture in the field and allow companies to easily roll up and summarize information for reporting.

Top Use Cases for Construction Checklist Apps

There are many types of construction checklist apps available for job sites today. These can help with safety, quality, project management, and much more. Here are some of the top use cases to consider:

Safety and Risk Management. Checklist apps are useful for converting your paper forms into digital safety programs. Perform inspections, report incidents, assign toolbox talks, perform safety audits, and much more. Digital tools help you to assign and manage your safety programs, helping to formalize these programs and minimize your risk.

Quality Control. Construction checklist apps are widely used to ensure that quality standards are met. Quality control inspection checklists can be utilized during all phases of construction projects, and PDF reports can be generated automatically for key project stakeholders. Managing quality control checklists using construction management software can help your business avoid rework and delays. Construction checklist apps ensure this work is completed and can be monitored using dashboards and analytics.

Equipment Inspections. Routine equipment inspections are another popular use case for checklist app software. Preventative maintenance and equipment inspections can be performed from a mobile device or tablet, bringing this information directly to the cloud. Companies have found that real-time insights into field operations can help them become more proactive and address problems before they lead to larger issues for the project. Construction apps enable data analytics and help to make your data actionable.

Project Management. Checklist apps are commonly used by project managers to ensure that processes are being followed on every job site. Common checklists like pre-project and project close out checklists help to keep work organized and provide a digital way to manage workflows.

10 Examples of Construction Checklist Apps

There are many types of construction checklist apps available for job sites today. These can help with safety, quality, project management, and much more. We have compiled a list of the top construction checklist apps used in the construction industry.

GoCanvas provides a central platform to manage all of your job site operations. Follow the links to access the construction checklist apps on the GoCanvas App Store and sign up for a free trial to see all of our digital checklist apps for contractors.

1. Job Site Safety Inspection Checklist App

This worker safety app also helps ensure that all construction work employees comply with OSHA standards in order to reduce workplace injuries and increase overall standards for workplace safety.

2. Safety Data Sheet (SDS) Compliance Checklist App

The safety data sheet app enables employers to develop a hazard management program of occupational safety measures, including training, which is specific to the individual workplace, and to consider any measures that may be necessary to protect the health and safety of the work area.

3. Equipment Inspection Checklist App

Construction equipment operators and others who are responsible for preventive maintenance and equipment safety can use the electronic inspection form to perform complete equipment safety reports from anywhere in the field.

4. Personal Protective Equipment Inspection Checklist App

Personal protective equipment must be used and worn in many work situations in order to protect employees from harm and potential hazards. Use this convenient construction checklist to make sure that occupational safety guidelines are being enforced to ensure the safety of your employees.

5. Electrical Safety Inspection Checklist App

The electrical work inspection app for employee safety provides an electronic self-inspection checklist that covers all aspects of electrical installations, including personal protective equipment, circuit breaker safety and electrical cords.

6. Quality Control Inspection Checklist App

Contractors, subcontractors and construction project managers can use the construction app to complete a new construction quality control inspection. The app inspects the pre-start phase, foundation phase of construction, rough phase, HVAC, plumbing, electrical, pre-finish phase, and finish phase.

7. Building Inspection Checklist App

This checklist includes a building inspection checklist and tracks all aspects of a building including exterior, heating systems, electrical systems, housekeeping, fire safety, evacuation plans, and other miscellaneous areas ensuring compliance with building codes.

8. Construction Pre-Estimate Checklist App

This checklist helps track all the necessary steps to complete before submitting new construction estimates. Capture all the details of different construction projects, including listing the preferred vendors, permits required, material prices and more. Use the information to create the final estimated cost for new construction contracts.

9. Project Startup Checklist App

The startup checklist app is a smart alternative to project management software and paper forms at the job site. The construction project plan checklist covers everything from defining the scope of work at the job site, to developing the construction project plan and timeline. Once completed, the general contractor, management and other stakeholders can sign off on the project requirements electronically to ensure that all quality standards are met.

10. Project Closeout Checklist App

This helpful checklist is designed to help construction management teams and independent contractors. Use the construction checklist to make sure that all details are covered when handing off project work for quality assurance purposes, and that requirements from the general contractor and project managers have been met.

About GoCanvas

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

Check out even more resources

Gown Your Business with GoCanvas Partner Program

Join our Partner Program and gain instant access to our global network of thought leaders and industry experts enjoying shared collaboration and collective success.

Learn more

Partner Snapshot: Forte Supply Chain Solutions

Explore how Forte Supply Chain Solutions partnered with GoCanvas, combining in-house industry expertise with our white-label mobile forms to revolutionize their processes.

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GoCanvas Integrations: Streamline your Workflow

Integrate with over 1,000 software applications. Enhance your GoCanvas experience by syncing real-time data to one or all of your business tools.

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Guide to Mobile Inspection Forms for the Trucking Industry

Posted on November 20, 2021July 28, 2025 by GoCanvas Team

Guide to Mobile Inspection Forms for the Trucking Industry

Business Operations | Compliance and Safety | Inspections

Trucks are the backbone of the global supply chain. According to the American Trucking Association, about 70 percent of all freight and cargo in the United States moves by truck. Without these vehicles, the U.S. economy would grind to a halt within a week.

However, keeping that workforce moving comes with significant risks. Five million truck drivers share the roads with 250 million motorists — but even though large trucks only represent 2 percent of drivers, they’re involved in 11 percent of all road fatalities.

Passing inspections and complying with the Federal Motor Carrier Safety Administration (FMCSA) regulations is key to keeping drivers and motorists safe — and trucks moving and generating revenue.

But that’s often a challenge in and of itself. To pass inspections and meet regulations, carriers and drivers are required to keep a long list of records related to their operations. If, during an inspection or investigation, they can’t produce accurate, up-to-date documentation, carriers and drivers may face fines or have their vehicles taken out of service.

Using mobile forms can help you maintain and monitor vehicles, repairs, and drivers, and can make it easier for employees to conduct frequent, regular inspections. In this article, we will cover how the information you collect can help you:

Keep your Safety Measurement System percentile low
Pass roadside inspections and keep trucks generating revenue
Understand and manage CSA interventions

What Carrier Documentation is Required?

Carriers must maintain records including, but not limited to:

Accident registers
Hazardous materials shipping papers/logs
Vehicle maintenance history
Annual lists of driver violations
Driver’s medical examiner certificates
Driver safety performance evaluation certificates
Vehicle identifying information: DOT registration, vehicle make, serial number and tire sizes
Vehicle inspections: schedule, type and date
Pre- and post-trip inspection reports

How Does Driver Safety Impact Carriers?

Drivers themselves are not rated, but their inspections, accidents, and violations impact the carriers’ safety measurements. The data from inspections while a driver works for you remains part of your safety record for two years. Carriers do not inherit any of a new hire’s past violations — only violations received while driving under your authority.

Why Use an App to Manage Critical Data?

Pre- and post-trip inspection forms, regular maintenance inspections, and even regular tire inspections are all part of keeping your trucks moving. Logging all of this data onto paper forms means lost paperwork, manually re-entering data, and then storing all of those forms in one of many file cabinets.

With mobile forms, data entry is more accurate because there is no duplicated data entry, form fields can be required so that nothing gets skipped, and that data is all stored in the cloud, and accessible to you and your drivers anytime and anywhere. And while paper forms get lost or can be destroyed in an accident, data securely archived in the cloud is easily accessed in the case of an accident or legal suit.

Getting your team to complete regular inspections is key to keeping your vehicles moving.

Here are some examples of the types of mobile form inspections:

Pre-trip inspections. Seven of the top ten CSA violations could be prevented with a thorough pre-trip inspection.
Maintenance inspections. Average downtime can cost $100 per hour, so a preventive maintenance system can save money in the long run, help avoid violations, and keep drivers safe.
Hazardous materials inspections. A serious violation of hazardous materials transport regulations can cost you more than $77,000.

1. Why Compliance, Safety, and Accountability Matter

Keeping Your Vehicles in Check

All vehicles that meet the description of a motor carrier are bound by FMCSA’s regulations, including Compliance, Safety, Accountability (CSA), FMCSA’s data-driven safety compliance and enforcement program. CSA is designed to improve safety and prevent commercial motor vehicle (CMV) crashes, injuries, and fatalities. The core element of CSA — the Safety Measurement System (SMS) — measures carriers’ safety performance. Poor safety and compliance can prompt two other elements of the program: interventions and Safety Fitness Determination.

What You Need to Know About CSA’s Ranking Systems

Identifying Carriers for Interventions

The FMCSA uses historical data, such as number of crashes or compliance violations, to identify carriers for interventions. Through interventions — which could range from warning letters to investigations — inspectors work with the carriers address those issues. They then use a rating system to designate the safety of motor carriers and remove those unfit to operate on public roads.

Safety Measurement System Percentiles

CSA’s Safety Measurement System (SMS) assigns carriers a Behavior Analysis and Safety Improvement Category (BASIC) percentile in seven categories. Carriers are grouped by the number of safety incidents (e.g., crashes or violations) they’ve had in each category, then assigned a percentile. The higher the percentile, the worse the performance. This percentile does not affect the carrier’s safety ranking; it simply prioritizes them for interventions.

Safety Rankings

Safety rankings may be assigned after an on-site investigation. Carriers can be assigned the ranking satisfactory, conditional, or unsatisfactory. A carrier ranked as unsatisfactory is prohibited from operating a CMV in interstate commerce.

The Safety Measurement System (SMS) assigns a BASIC percentile in seven categories:

Unsafe driving
Crash indicator
Hours-of-service compliance
Vehicle maintenance
Controlled substances/alcohol compliance
Hazardous materials compliance
Driver fitness

SMS Prioritization & Public Reporting

Your company’s safety data is publicly available online in FMCSA’s Safety Measurement System (SMS). FMCSA updates the SMS once a month with data from roadside inspections, crash reports from the last two years, and investigation results. Some of what the SMS considers includes:

Number of safety violations and inspections
Number of trucks/buses a carrier operates and number of vehicle miles traveled
Severity of safety violations

How Do You Maintain Your Records?

To comply with the FMCSA’s CSA and SMS programs, and keep vehicles moving and companies generating revenue, it’s important for company owners and managers to evaluate the quality of their records and record-keeping systems. Mobile inspections help your crew stay up to date on maintenance, compliance, and keep trucks on the roads instead of out of service.

Using a mobile app to enter, digitally record, and store data electronically eliminates vulnerabilities common to paper records and expedites the record-keeping process.

2. Minimizing Roadside Inspection Downtime and Avoiding Fines

FMCSA’s Compliance, Safety, Accountability (CSA) program is designed to keep the roads safe.

Part of keeping your company’s CSA ranking as low as possible is making sure that all of your vehicles pass roadside inspections with flying colors.

How Do You Make Sure Your Drivers and Vehicles Pass Inspection?

Make the pre-trip inspection process quick and painless for your drivers.

Use mobile apps to check, double check, and document all the basics like lights, mirrors, horns, etc. Remember that passing inspection is specific to the category of what is being transported. Instruct your drivers to pay special attention to their vehicle’s brakes, tires, and cargo security (as these are some of the leading causes of large truck crashes), and use a mobile app to document specific areas (including taking photos) pre-trip.

Make documents easy to inspect.

Crumpled and incomplete documentation that a driver digs out of a messy glove compartment don’t leave a good impression on an inspector. A mobile inspection form gives your drivers access to inspection documents at their fingertips. If an inspector knows the paperwork is organized, he or she will have a better initial impression of your truck overall.

Cooperate.

This may seem like common sense, but it’s not always common. The more cooperation the officer receives, the smoother things go. An officer doesn’t have to go through with a full inspection just because he or she pulls a driver over, but does have the right to cite the driver, the company, or both, so attitude pays.

How can mobile inspection checklists make your company more efficient (and successful) when it comes to roadside inspections?

Much faster to complete than traditional paper forms
Cloud-based forms are instantly accessible for the inspector, anywhere, anytime
Forms can be created to require drivers to fill in all sections so nothing gets skipped
Fields can be pre-populated with company data for efficiency
GPS tracks and confirms where the inspection took place
Date and timestamp features keep drivers honest and prevent any backdating
Image captures at point of inspection may be later used to substantiate compliance in the event of a crash or accident

What Does Non-Compliance Cost?

Improper or lack of recordkeeping violations can soar up to $14,502 per violation
Operating in violation of an out-of-service order carries a fine of $22,587
Violation of hazmat material regulations generates fines of no less than $463 but up to $77,114 per violation

Beyond the Fine

Non-compliance hits your bottom line beyond just the fine. Your loss of revenue will vary, but you can estimate it using the following equation:

Travel Speed x Revenue Per Hour x Downtime for Non-Compliance = Total Revenue Lost

So, for example, if your truck travels 50 miles in an hour, and your revenue is $1.75 per hour, you will lose $350 if your truck sits for only four hours. And that doesn’t include repairs on the spot, which are more expensive than if planned in advance. But as violations, roadside inspection violations, and fines are logged, they are added to the FMCSA’s Safety Measurement System (SMS).

As your ranking climbs within the SMS system, it is more likely that you will be targeted for intervention by FMCSA, which can affect your insurance and contract rates, and ultimately, your ability to attract new customers.

Worried that roadside inspections will take your vehicles out of service? Here are three of the most critical areas for drivers to be aware of to pass an inspection:

Completing a full pre-trip inspection. Besides the basic vehicle inspection, drivers should check any load securement devices if the load falls into any special categories.
Knowing the working load limit. The limit requires that drivers use enough weight-rated tie downs to equal at least half the weight of the load. If they are under the limit, they will be out of service (OOS) until they correct the problem.
Using the 10-foot rule. The general rule is that you need at least one tie down for every 10 feet of what the driver is hauling. The tie downs cannot be more than 10 feet apart. Inspectors will measure. Drivers should carry extra tie downs just in case.

3. Understanding and Managing CSA Interventions

FMCSA’s Compliance, Safety, Accountability (CSA) program uses the Safety Measurement System (SMS) to identify carriers that aren’t complying with safety regulations. When carriers earn high enough rankings, CSA uses intervention tools to step in and assist those owners and drivers — or take more serious action if carriers still fail to improve.

Interventions fall into three categories:

Early Contact

These initial actions include warning letters, which notify carriers of their performance issues, and targeted roadside inspections to look further into a carrier’s specific safety concerns.

Investigation

Safety inspectors (SIs) conduct investigations on site or off site to identify and address safety compliance issues and help carriers identify ways to improve.

Follow-On

Following an investigation, CSA may issue a follow-up action, which could include a cooperative safety plan, a notice of violation or claim, or an operation out of service order (OOSO), which instructs the carrier to immediately cease trucking operations.

What Triggers an Intervention?

Carriers are selected for interventions based on the following:

Number of BASIC percentiles above a certain threshold
A critical or acute violation in the last 12 months
Commodity hauled (e.g., passengers or hazardous materials)
Intervention history
Time since last intervention
Complaint or fatal crash

Types of Investigations

On-Site Investigations

SIs conduct on-site investigations at the carrier’s place of business, where they can interview employees, perform vehicle inspections, and ask carriers to produce documentation to prove compliance. Using mobile forms, you can produce any requested data on demand, on any device. Relying on paper forms, you’ll likely have to spend time before the inspection planning, collecting information, and making copies.

During an on-site investigation, SIs may choose to conduct vehicle inspections to make sure your fleet meets safety performance and compliance regulations. To assess the extent of any issues, SIs may request documentation including roadside inspection reports, vehicle maintenance files, annual vehicle inspection reports, equipment repair receipts, and accident reports.

Off-Site Investigations

SIs can also request copies of carriers’ documents to review remotely as an off-site investigation. The SIs use these documents to identify safety performance and compliance problems.

What Happens When There’s a Crash?

A trucking accident can be costly to a company in a range of obvious ways — such as loss of cargo or vehicle damage. But an accident can be the cause of many indirect costs as well, including lost customers, lost sales, and poor public relations. Crashes also impact carriers’ percentile ranking in CSA’s Safety Measurement System, which can increase the likelihood of an intervention or investigation.

And that introduces another potential cost: If carriers can’t produce copies of roadside inspections or repairs records when the accident is investigated, they may face steep non-compliance penalties, civil penalties, and even criminal charges.

Armed with mobile apps, drivers can immediately access inspections records and forms at any time, from any location. In addition, when carriers keep accurate and updated information, they’re better equipped to make sure each truck has been inspected and is in working order — which can help prevent accidents in the first place.

Do you know how to handle an intervention?

If you receive an initial warning letter, what should be your next step? Here are three things to consider:

Should you respond to the letter?

Actually, no response is necessary. FMCSA will continue to monitor your performance — it’s your job to immediately take steps to improve your safety performance so no further intervention is necessary.

Should you prepare for an investigation?

A warning letter is just that — a warning. It does not indicate that FMCSA will conduct an investigation. However, if your safety performance and compliance don’t improve, FMCSA may decide to conduct additional interventions, which could include an investigation.

Take steps to improve your safety

Now that you have received a warning, it’s up to you to improve your safety performance and compliance, and regularly monitor your SMS data to make sure you don’t put your company at risk for additional interventions.

Using Mobile Inspection Data to Grow Your Business

Operating trucks of any size is essential for many businesses. Keeping them (and their drivers) on the road has a profound impact on profitability, so maintaining those vehicles is key. It directly affects your ability to compete and win new work in the market.

Mobile apps can not only help you manage everything from preventive maintenance to daily and weekly inspections — they can also give you valuable insight into your data, which can help you find more business efficiencies and generate more revenue.

Which drivers are most profitable?
Which ones routinely “forget” to do pre-trip inspections?
Which vehicles break down the most and at what time of year?
What are the most common problem areas found during inspections?

With GoCanvas apps, drivers can perform critical inspections for maintenance, pre- and post-trip, with ease. And you have the peace of mind that data is always available to access to keep your vehicles on the road generating revenue and your employees safe.

The right tools can not only help you stay compliant, but also competitive. Compliance gets easier and vehicles stay on the road when inspections are completed on mobile apps. Key features of GoCanvas include:

Photos with inspections. Mobile apps allow the user to photograph wear, tear, and damage during a maintenance inspection.
GPS tracking. Knowing where an inspection took place helps you keep tabs on both your equipment and your employees.
Required fields. Requiring certain fields to be filled in ensures that all critical information is filled out on maintenance or pre-trip inspections. Data is more accurate, your company is more compliant, and your equipment keeps running.

Want to get started with inspections using mobile forms and apps? Sign up today for a free trial of GoCanvas or contact our team to learn more.

About GoCanvas

Since 2008, thousands of companies have chosen GoCanvas as their go-to partner for seamless field operations.

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