Best Practices for Collecting Job Site Information

Accurate job site information is critical for smooth operations, billing accuracy, and maintaining strong customer relationships. Collecting the right data in real time helps prevent errors, ensures accountability, and provides clear documentation for every job. Follow these best practices to keep your records reliable and your team aligned.

1. Log Jobs in Real Time

Enter job information immediately upon creation or assignment. Include all key details—customer, location, material, quantity, and special instructions—as soon as possible.
Avoid entering jobs retroactively, as delays can lead to missing data or errors that affect reports and billing.

2. Use the “Driver Notes” Function

Add context and documentation to each job using Driver Notes. Click "View/ Add Notes". Here, you can add a note and/or upload photos. Click the green arrow button to upload the note. 

• Take before-and-after photos of pours, loads, or site conditions.

• Include specific observations or issues encountered on-site.
  This ensures your records reflect the full job history and can be referenced easily by your team or customers later.

3. Obtain Signatures Before Work Begins

Once you arrive on-site, the Delivery Controls menu will be available. Always collect the contractor’s signature before starting a job to confirm approval. Click "Add Signature" to allow them to sign for the delivery. 
If no contractor is available, select “No Contractor Present” in the app to record the situation accurately.
This practice protects both the operator and the business by maintaining clear proof of job authorization.

4. Use the “Proof of Delivery” Function

Once you arrive on-site, the Delivery Controls menu will be available. Use it to document job completion accurately. Click "Proof of Delivery" when completing a job to:

• Drop a GPS pin at the delivery or worksite location.

• Attach a photo showing the material, equipment, or completed work on site.
  This adds transparency, verifies job completion, and supports accurate invoicing.

This adds transparency, verifies job completion, and supports accurate invoicing. It also ensures there is clear, verifiable documentation of each job, helping prevent disputes and providing a reliable record for your team and customers.

5. Review and Audit Regularly

Encourage operators and managers to periodically review job records for completeness and accuracy.

• Check for missing fields, incomplete notes, or inconsistent data.
• Regular review helps maintain reliable data, minimize disputes, and strengthen accountability across your team.