PHOTO2REPORT USER GUIDE

Choose the fastest useful path for every job.

Use the quick path for an on-site customer handoff. Switch to the detailed path whenever the work needs areas, notes, stages, issues, or fuller documentation.

Start a report Choose your workflow

START WITH THE OUTCOME

Pick the smallest workflow that gives you a useful report.

You do not need to complete every field for every job. Choose the quick customer handoff when time matters, or choose the detailed record when the work needs context for your team or customer.

01FAST CUSTOMER HANDOFF

Give the customer proof before you leave.

Use this for finished work that needs a clear, professional PDF right away.

1Enter the project name2Add finished-work photos3Preview the customer report

Areas, customer details, and notes stay optional.

02DETAILED JOB RECORD

Document the full story when it matters.

Use this for progress, issues, before-and-after proof, internal records, and work that needs follow-up.

✓Add areas and stages✓Keep private notes separate✓Choose the right report audience

You can start fast, then add detail later in the same project.

QUICK-START CHECKLIST

Use this checklist for the detailed path.

1Know the project or job name2Decide which areas you need to document3Take Before photos only where a comparison helps4Add Completed photos from a similar angle5Write short factual captions for anything unclear6Review visibility before creating an output

CREATE

Start small, then add context when it helps

For a Fast customer handoff, enter a clear project name and continue. Customer details, service date, and service type are optional. Choose Detailed job record when you want those details from the start. Your purpose recommends a template, but never limits the outputs you can create later.

FAST HANDOFF — ENOUGH TO START

Title: Maple Ridge Apartment Move-Out Cleaning
Customer: Optional — add later if useful
Service type: Optional — add later if useful

CAPTURE

Fast: add finished photos. Detailed: organize by area.

On the fast path, add your finished-work photos and continue to preview. They can stay in General when a simple handoff is all you need. On the detailed path, name each area as you work: Kitchen, Bathroom vanity, Passenger seat, North wall, or any label that makes sense for the job.

Areas are optional for a fast handoff.

Photo2Report uses General by default. Add areas when you need a comparison, more detailed documentation, or a clearer record for your team. You can add or rename them later.

In detailed records, each photo can keep its own context.

Rename an entire area, or open one uploaded photo and give only that photo a different area. You can also change its stage, caption, visibility, or delete it.

StageUse it forTypical visibility

BeforeThe condition before work beginsPrivate unless you explicitly include it

CompletedFinished work and visible resultBest default for customer reports

ProgressWork underway or an intermediate stageUseful for progress and internal reports

IssueA problem, exception, or unresolved conditionKeep internal unless a customer needs it

GeneralContext, details, or general project photos chosen from camera or galleryInclude only when it supports the output

For better comparisons: take the Completed photo from roughly the same position and use the exact same area name as its Before photo.

ORGANIZE

Add detail only when the report needs it

A fast handoff can stay simple. When you need a fuller record, use Manage all photos to filter by stage and correct each item. The two visibility settings serve different purposes:

CUSTOMER VISIBLE

Eligible for customer reports

Turn this off for internal evidence, mistakes, or anything a customer should not receive. It does not approve a photo for public marketing.

MARKETING APPROVED

Eligible for promotional content

Turn this on only when you have permission and the photo does not reveal private information. It does not automatically add the photo to a customer report.

CHOOSE

Choose the report that fits the audience

A fast customer handoff begins with the customer-ready completion report. Detailed projects can use any output below, based on who needs to read it and what they need to understand.

Job Completion

A professional handoff after finished work

Completed photos; Before is optional

Before & After

Show a clear visual improvement by area

At least one matching Before and Completed area

Marketing

Create a promotional PDF and copy-ready post

Photos marked as approved for marketing

Internal

Keep progress, issues, follow-ups, and private notes

Any project photos and operational notes

Organized Archive

Deliver or retain every project file in order

Project photos organized by area and stage

Choosing a style changes presentation, not evidence.

Clean, Photo First, and Professional use the same approved project information. You can change the style before creating the final file.

REVIEW

Review before you share

Fast handoff previews are intentionally short: check the title, photos, and recipient-facing details. Generate with AI when you want help turning visible photos and project notes into a fuller draft. Read every field, correct anything incomplete, and remove anything you do not want in the final report.

Confirm the project title and any customer-facing details.
Check that area names match the photographed locations.
Keep statements factual and supported by the project.
Review scope, limitations, issues, and follow-up items.
Preview the selected photos before download.

DOWNLOAD

Create the file and keep its history

Fast handoff opens directly into a customer-ready preview. Detailed projects let you choose a report before previewing. Create the final PDF or ZIP from Preview, and Photo2Report saves it in Generated files so you can return and download it again.

PreviewCreate PDF or ZIPDownloadGenerated files

PRIVACY AND AI

Know what is used in each output

Customer report

Only photos marked Customer visible are eligible.

Marketing report

Only photos marked Marketing approved are eligible.

Internal report

Can include all project photos, operational context, and private notes.

AI draft

Uses a limited set of eligible photos and the project information needed to draft that output.

COMMON QUESTIONS

Quick fixes while working

Can I start fast and add detail later?

Yes. A fast project can stay simple or grow into a detailed record. Add areas, stages, captions, notes, and different report types whenever the work needs them.

What is the fastest way to hand a report to a customer on site?

Choose Fast customer handoff, enter the project name, add finished-work photos, then open Preview. Check the title and photos before you create the customer PDF.

My Before photos do not appear in the report.

Confirm that they are marked Customer visible. For a Before & After report, also confirm that the Before and Completed photos use the same area name.

A photo is under the wrong area.

Open Edit this photo, change its Area, and save. Use Rename area only when every photo in that area should change.

The generated text is not accurate enough.

Add concise factual captions and a clear work summary, then generate again. Always edit the draft before creating the final output.

I need an old file again.

Open the project, choose Output, and find the file under Generated files. Outputs made before history was introduced are not added retroactively.

READY TO TRY THE WORKFLOW?

Start fast. Add detail only when the job needs it.

For an on-site handoff, begin with a name and finished photos. For a fuller record, add areas, stages, and notes as the work unfolds.

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