Plant and asset inspection reports, every asset rated
Asset registers with condition scores and remaining life, findings with marked-up photos and a maintenance schedule, accepted online by the asset manager.
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- Building QuoteCloud since 2013
In QuoteCloud a mechanical, fire or electrical services inspection report is a document built from content blocks: an asset register table with tags, condition scores, risk and remaining life, findings with marked-up photos, a planned maintenance schedule and a price table for recommended works. The asset manager accepts it and approves works with an eSignature.
A sample mechanical plant inspection for a fictional practice, Fenwick Arden, at 14 Quayline Street: the asset register drawn as a remaining-life chart. Seven assets each have a bar from now to the end of their estimated life, coloured by condition: chiller CH-01 9 years, chiller CH-02 6 years, cooling tower CT-01 2 years, air handling unit AHU-03 7 years, boiler B-01 10 years, car park exhaust fan EF-02 1 year and the building controls 4 years. A shaded five-year renewal window ($418,000) flags CT-01, EF-02 and the controls. In front, the nameplate card for CT-01: roof, condition C4 poor, high risk, replace the fill and drift eliminators.
Inside a mechanical plant inspection
A landlord's report for a 12-storey office building, part by part. Every part is a QuoteCloud block your engineer fills in; nothing is scored or generated for you.
Contents and a one-page summary
A Table of Contents block, then the overall condition, how many of the 30 assets sit at each score, the works by priority and the five-year renewal budget.
PDF export: Starter and up
Building condition auditsContents
- 1Summary & asset scorespage 2
- 2Asset registerpage 3
- 3Findingspage 5
- 4Planned maintenancepage 8
- 5Recommended workspage 9
Summary
C3Fair overall
The chillers and boiler are in good order. Cooling tower CT-01 and car park exhaust fan EF-02 are near the end of their lives and should be planned for replacement.
- P12Within 12 months
- P241 to 3 years
- P363 to 5 years
30 assets scored
- C1 · Very good1
- C2 · Good9
- C3 · Fair14
- C4 · Poor5
- C5 · Very poor1
Five-year renewal budgetOpinion of probable cost, ex tax$418,000
Tag, location, score, risk and remaining life
The asset register as a table block: the same columns in every report because the empty table lives in your content library. Remaining life is your engineer's estimate for planning.
Content library: Essentials and up
Practice templates & libraryAsset register 7 of 30 assets shown
| Asset | Condition | Risk | Action | Remaining life |
|---|---|---|---|---|
| CH-01Chiller 1, water-cooledPlant room B2 | C2 Good | Low | Annual service and oil analysis | 9 years |
| CH-02Chiller 2, water-cooledPlant room B2 | C3 Fair | Medium | Condenser tube clean, oil analysis | 6 years |
| CT-01Cooling tower 1Roof | C4 Poor | High | Replace fill and drift eliminators | 2 years |
| AHU-03Air handling unit, L4 to L6Plant room L7 | C3 Fair | Medium | Replace fan bearings and filters | 7 years |
| B-01Heating hot water boilerRoof plant room | C2 Good | Low | Service and combustion check | 10 years |
| EF-02Car park exhaust fanBasement B1 | C4 Poor | High | Replace motor and isolator | 1 year |
| BMSBuilding management controlsLevel 1 comms room | C3 Fair | Medium | Replace chiller-plant controllers | 4 years |
Scores 1 (very good) to 5 (very poor) from a visual inspection and the maintenance records on 28 May. Remaining life is an estimate for planning.
Plant photos, marked up
Photos from the plant deck and plant rooms, marked up in the built-in image editor with numbered labels beside the finding and the recommendation.
Image blocks and image editor: Starter and up
Marked-up site & defect reportsFindings
-
- Scaled fill
- Casing corrosion
Cooling tower CT-01 fill and casing
- Finding
- The fill pack is scaled and partly collapsed, and the casing has corroded at two panel joints.
- Recommendation
- Replace the fill and drift eliminators and repair the casing; plan full replacement within five years.
-
- Worn belt guards
Roof exhaust fans on the east plant deck
- Finding
- Belt guards on three fans are worn, and one fan runs with noticeable vibration.
- Recommendation
- Replace the guards and balance the fan at the next service.
Works approved in the report
Your services for the recommended works, with options the asset manager ticks. Accepting the report approves the fees for the ticked works and records receipt.
Price tables: Essentials and up
From recommended works to signed worksRecommended works · our services
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Priority 1 | $9,800 | ||
CT-01 refurbishmentDesign, specification and tender
|
1 package | $9,800 | $9,800.00 |
| Options Tick to add | |||
| 1 plan | $5,500 | $5,500.00 | |
| 1 package | $6,200 | $6,200.00 | |
| 1 package | $7,400 | $7,400.00 | |
- Subtotal
- $15,300.00
- Tax (10%)
- $1,530.00
- Total
- $16,830.00
- Plus, monthly
- $0.00/mo
Report acceptance
Revision A · issued 2 June- PreparedRavi MenonAssociate, mechanical engineer30 May
- ReviewedClara WhitlowDirector1 Jun
- AcceptedMarcus BellAsset manager, Quayline Property Group9 Jun
- Report and asset register received
- Works approved: CT-01 refurbishment and the renewal plan
Approved fees inc. tax$16,830.00
Marcus Bell · Signed online · 9 Jun, 10:12 am
Certificate of authenticity and audit trail attached
Accepting the report records receipt and the works approved. It is not a certificate of compliance.
Mechanical, fire or electrical: the same register
One asset register block, three disciplines. Each engineer fills in their own assets; the report looks like your practice every time.
Asset register 7 of 30 assets shown
| Asset | Condition | Risk | Action | Remaining life |
|---|---|---|---|---|
| CH-01Chiller 1, water-cooledPlant room B2 | C2 Good | Low | Annual service and oil analysis | 9 years |
| CH-02Chiller 2, water-cooledPlant room B2 | C3 Fair | Medium | Condenser tube clean, oil analysis | 6 years |
| CT-01Cooling tower 1Roof | C4 Poor | High | Replace fill and drift eliminators | 2 years |
| AHU-03Air handling unit, L4 to L6Plant room L7 | C3 Fair | Medium | Replace fan bearings and filters | 7 years |
| B-01Heating hot water boilerRoof plant room | C2 Good | Low | Service and combustion check | 10 years |
| EF-02Car park exhaust fanBasement B1 | C4 Poor | High | Replace motor and isolator | 1 year |
| BMSBuilding management controlsLevel 1 comms room | C3 Fair | Medium | Replace chiller-plant controllers | 4 years |
Scores 1 (very good) to 5 (very poor) from a visual inspection and the maintenance records on 28 May. Remaining life is an estimate for planning.
Base-building HVAC plant
Chillers, cooling towers, air handling units, the boiler, fans and controls, each scored from a visual inspection and the maintenance records, with an action and the remaining life.
- Asset tags as you use them on site
- Scores 1 to 5 on your own scale
- Remaining life as your planning estimate
Fire services register 6 of 24 assets shown
| Asset | Condition | Risk | Action | Remaining life |
|---|---|---|---|---|
| FP-01Diesel fire pumpPump room B2 | C2 Good | Low | Review run-test log | 12 years |
| JP-01Jockey pumpPump room B2 | C3 Fair | Medium | Replace the mechanical seal | 4 years |
| FIPFire indicator panelLobby | C4 Poor | High | Plan replacement: no longer supported | 1 year |
| SV-01Sprinkler control valvesValve room | C2 Good | Low | Exercise valves | 15 years |
| HRHose reelsAll floors | C3 Fair | Medium | Replace three perished hoses | 5 years |
| EWISWarning system speakersLevels 1 to 12 | C3 Fair | Medium | Replace failed speakers, L9 | 6 years |
Scores 1 (very good) to 5 (very poor) from a visual inspection and the service records. The practitioner's own assessment.
Fire pumps, panels and sprinklers
The fire services register beside the mechanical one: pumps, the indicator panel, valves, hose reels and the warning system. Any statement or certificate your jurisdiction requires stays the practitioner's own document.
- The same register block, a different column set
- Photos of each asset beside the finding
- Questions answered in comments on the report
Electrical services register 6 of 41 assets shown
| Asset | Condition | Risk | Action | Remaining life |
|---|---|---|---|---|
| MSBMain switchboardSubstation room | C3 Fair | Medium | Thermal scan, tighten terminations | 10 years |
| DB-B1Distribution boardBasement B1 | C4 Poor | High | Replace corroded enclosure | 1 year |
| DB-L4Distribution boardLevel 4 | C2 Good | Low | Update circuit schedule | 14 years |
| GENStandby generatorRoof plant room | C3 Fair | Medium | Load bank test | 8 years |
| ELEmergency lightingStairs A and B | C4 Poor | High | Replace failed battery packs | 2 years |
| SPDSurge protectionMain switchboard | C2 Good | Low | None this year | 9 years |
Scores 1 (very good) to 5 (very poor) from a visual inspection and the test records. The practitioner's own assessment.
Switchboards, generator and emergency lighting
Main and distribution boards, the standby generator, emergency lighting and surge protection, scored from the inspection and test records, with the works each one needs.
- One report or one per discipline
- Hide internal working notes from the client and the PDF
- Accepted online by the asset manager
A maintenance schedule the contractor can work from
The report ends with the year's planned maintenance: each system, how often it's serviced and the month of every visit, laid out as a calendar the landlord can hand to the maintenance contractor.
It's the report's content, not a booking system. The contractor schedules the visits; your next inspection report records what was done.
- A table block you save once and reuse
- Months start where the landlord's year starts
- Exported with the report as a PDF
Tables and PDF export: Starter and up
Planned maintenance Next 12 months
| Service | Jul | Aug | Sep | Oct | Nov | Dec | Jan | Feb | Mar | Apr | May | Jun |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| ChillersQuarterly | 1 visit | none | none | 1 visit | none | none | 1 visit | none | none | 1 visit | none | none |
| Cooling towersMonthly | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit |
| Air handling unitsQuarterly | none | 1 visit | none | none | 1 visit | none | none | 1 visit | none | none | 1 visit | none |
| BoilerSix-monthly | none | none | 1 visit | none | none | none | none | none | 1 visit | none | none | none |
| Exhaust fansSix-monthly | none | none | none | 1 visit | none | none | none | none | none | 1 visit | none | none |
| Controls (BMS)Annual | none | none | none | none | none | 1 visit | none | none | none | none | none | none |
| Visits | 2 | 2 | 2 | 3 | 2 | 2 | 2 | 2 | 2 | 3 | 2 | 1 |
The maintenance plan is part of the report. Your maintenance contractor books and carries out the visits.
Write your next plant inspection in QuoteCloud
Free for 14 days, no credit card required. Send us your current inspection report and we'll convert it into a template during the trial.
Sample report · FA-M-0932
Five years of renewals, planned before anything fails.
Thirty assets scored, the ones near the end of their lives flagged, and the renewal budget for the next five years on the summary page, for the landlord's capital plan.
Inspection reports engineers send from QuoteCloud
Each one is built from the same blocks, or converted from your own report.
Plant condition inspection
Asset register with scores, risk and remaining life, findings and recommended works.
Commissioning report
Test results in a table block and a witness sign-off with several signers, each with their own signature block.
Maintenance audit
What the contractor's records show against the planned schedule, with the gaps and the actions.
Asset renewal plan
Every asset costed year by year, offered as an option the landlord ticks in the inspection report.
Recommended worksDue diligence plant report
Plant condition and renewal costs for a building purchase, exported as a PDF for the buyer's advisers.
Post-works inspection
The refurbished asset re-scored, with photos before and after, accepted by the asset manager.
Site & defect reports
From plant room to accepted report
Five steps for a building services engineer.
Inspect as you do now
Walk the plant with your checklist and camera; QuoteCloud isn't a field app.
Open the report template
Start from your inspection template with the register, scale and limitations in place.
Fill in the register
Score each asset, add the remaining life and mark up the photos of what you found.
Price the works
Add your services for the recommended works, with options such as a renewal plan.
Send and get it accepted
The asset manager opens one link, ticks the works and accepts the report with an eSignature.
Plant inspection reports: questions answered
Can we write mechanical plant inspection reports in QuoteCloud?
Yes. A plant inspection report is a QuoteCloud document built from content blocks: a table for the asset register with tags, scores, risk and remaining life, image blocks with photos marked up in the image editor, a maintenance schedule, a price table for recommended works and an eSignature block for the asset manager's acceptance.
Is there an HVAC or plant inspection template?
There is no inspection template in the QuoteCloud library. The library has an HVAC Proposal and an HVAC Maintenance Agreement template you can adapt, or send us your own inspection report and we convert one template free during the trial on the Essentials, Business and Enterprise plans.
Does QuoteCloud connect to our BMS or read data from sensors?
No. QuoteCloud doesn't connect to building management systems, sensors or monitoring platforms, and it doesn't score assets. Your engineer records the scores, remaining life and findings in the report; data exported from other systems can be added as a table, an image or a PDF page.
Does QuoteCloud schedule or remind us about maintenance visits?
No. The maintenance schedule is content in the report that the landlord and maintenance contractor work from. QuoteCloud doesn't book visits, send maintenance reminders or act as a maintenance management system.
Can the asset manager approve recommended works in the report?
Yes. Price your services for the recommended works in a price table, with options such as a renewal plan as optional rows. The asset manager ticks what they approve and accepts the report with a legally binding eSignature. Price tables are on the Essentials plan and up.
Can an accepted report create a project in our CRM?
On the Business plan, native CRM integrations such as HubSpot, Salesforce and Pipedrive are available. From Essentials, Zapier, Make and the QuoteCloud API can pass an accepted report to project or file tools, with per-document fees for documents created through the API or Zapier.
Can a commissioning report have several signers?
Yes. A document can have several signers, each with their own signature block, such as the commissioning engineer, the contractor and the client's representative,. The signed document carries a certificate of authenticity and an audit trail.
More documents a practice delivers
Audits, site reports and the works that follow an inspection.
-
Building condition & compliance audit reportsRatings, marked-up photos, findings and priced recommended works in one report the client accepts and signs.Explore
-
From recommended works to signed worksTurn an audit's recommendations into priced options the client ticks and signs inside the report.Explore
-
CRM, accounting & project tool integrationsOpportunities from your CRM, fees to Xero or QuickBooks, and appointed projects to your project tools.Explore
- Staged fee proposalsFees by work stage, as a percentage of construction cost, fixed or hourly, with additional services the client ticks.
- Specifications & product schedulesFinishes and product schedules with codes, images and locations, and sample approvals the client signs.
- Tender responses & capability statementsMethodology, team, insurances and a fee schedule from your library, approved before it goes out, exported as a PDF.
- Engagement letters & fee variationsClient agreements with locked terms, and additional-services letters signed before the extra work starts.
- Site inspection, defect & status reportsSite visit and defect reports with marked-up photos, and project status reports with the programme and next steps.
- Design reports & option studiesOptions side by side with images, plans, comparison tables and a fee for each, and the client's choice signed.
- Practice templates, clauses & specification libraryBranded templates for every office, standard clauses and specifications in a locked library, and roles.
- Approvals, review & client sign-offFee proposals approved by a director before they're sent, and reports the client accepts with a legally binding signature.
- Architecture & engineering templatesReal QuoteCloud templates for architecture, interior design, engineering and building services work.
- QuoteCloud implementation for practicesTemplates converted, fee scales and clauses loaded, roles, approvals and training for every studio.
- FAQAnswers to the questions architects, engineers and specifiers ask most.
Your next inspection report, accepted sooner
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