Vendor Repair Return Proof
Timestamped proof that a vendor repair returned complete, clean, documented, and ready for release.
- Asset class
- Vehicle returning from outsourced repair, glass, body work, upfit, or warranty service
- Trigger
- Vendor drop-off, post-repair intake, warranty inspection, or before invoice approval.
- Recipient
- Shop lead, vendor coordinator, technician, or receiving clerk
- Decision
- Accept repair, reject repair, approve invoice, or hold for warranty follow-up.
- Duration
- 3-4 minutes
- Policy
- pol_vendor_repair_return
Required evidence
Photo slots for this workflow
Each slot becomes a guided capture step in the no-app inspection link. Required shots must be captured before the session can be finalized.
| Shot | Instructions | Verifies |
|---|---|---|
| Asset identifier and odometer | Capture unit number or plate plus odometer if accessible. | Asset identity and mileage |
| Repair area close-up | Show the repaired area in enough detail to review workmanship. | Repair completion |
| Full panel or side view | Step back to show the repaired area in vehicle context. | Panel alignment and exterior context |
| Invoice or work-order reference | Capture the invoice, repair order, or work-order reference number. | Document linkage |
| Remaining visible issue or all-clear | Show any visible remaining issue, or a wide all-clear photo. | Exception evidence |
Sample report status
Hold for review
Vendor return record was completed. Repair-area photo is flagged for shop lead review before invoice approval.
Exception routing
- - Repair area still shows visible panel gap
Integration output
Use the payload below to create a signed inspection link and route the final record by webhook.
API payload
Create this inspection link
This is the inspection-session payload shape for the template. Agencies can change labels, add metadata, or map the fields to an FMIS, work-order, reservation, or incident system.
{
"policy": "pol_vendor_repair_return",
"recipient": {
"name": "Jordan Lee",
"email": "recipient@agency.gov"
},
"context": {
"asset_id": "PK-3390",
"work_order_id": "WO-77821",
"workflow": "vendor_repair_return",
"department": "Fleet Maintenance",
"vendor_id": "vendor_112",
"invoice_id": "INV-77821"
},
"required_shots": [
{
"slot": "asset_identifier",
"label": "Asset identifier and odometer",
"instructions": "Capture unit number or plate plus odometer if accessible.",
"required": true
},
{
"slot": "repair_area_close",
"label": "Repair area close-up",
"instructions": "Show the repaired area in enough detail to review workmanship.",
"required": true
},
{
"slot": "repair_area_wide",
"label": "Full panel or side view",
"instructions": "Step back to show the repaired area in vehicle context.",
"required": true
},
{
"slot": "invoice_reference",
"label": "Invoice or work-order reference",
"instructions": "Capture the invoice, repair order, or work-order reference number.",
"required": true
},
{
"slot": "remaining_issue",
"label": "Remaining visible issue or all-clear",
"instructions": "Show any visible remaining issue, or a wide all-clear photo.",
"required": true
}
],
"ttl_seconds": 86400
}Keep the decision human, keep the record inspectable
This template is designed to capture better evidence. It does not decide discipline, claims, replacement, or release by itself.