Dashboard
Dashboard’s Table Of Content
I. Dashboard symbols and what they mean
II. How to delete an inspection
III. How to view and customize the inspections list page
Iv. How to send a quote on ReportWriter AI,,
V. Using Site-Wide Search
Vi. Getting started with a new calendar
Vii. How to locate an inspection or report on the web
Viii. How to review inspections waiting to be published
Ix. Stripe Alerts
X, Inspection Alerts
Xi. Understanding and managing alerts on ReportWriter
Xii. Payment Alerts
Xiii. Subscription Alerts
Dashboard symbols and what they mean
On your ReportWriter AI dashboard, you’ll notice a few symbols next to “Inspections.” These icons are quick visual cues that helps you understand what’s happening at a glance without having to open every “Inspection.
Here’s what each symbol mean:
The Orange “Confirm” Symbol
This means the inspection is not yet confirmed.
Unconfirmed inspections appear on your calendar as placeholders until they’re officially confirmed. Once confirmed, the status will update automatically.
The Red Dollar Bill
This indicates that no payment has been made yet for the inspection.
The Green Dollar Bill
Good news here, payment has been successfully made and received for the inspection.
The Red Paper Icon
This means the inspection agreement(s) have not been signed yet.
You may want to follow up before moving forward.
The Green Paper Icon
This shows that the inspection agreement(s) have been signed and everything is in order.
The Red Flag
This icon appears when a client has requested an add-on service through the client portal.
You can review the request and choose to accept or deny it directly.
The Orange Flag
This means an inspector without publishing permission has submitted a report for review.
An admin with publishing access will need to review and publish the report.
The Green Paper Airplane
This indicates that the report(s) for the inspection have been published successfully.
The Green Check Mark
This means the report(s) have been viewed by the Buyer or Agent.
No guessing, you’ll know when it’s been seen.
The Custom Calendar Icons
Within custom scheduling fields, you’ll see an option to add a calendar icon.
This lets you choose any symbol you want for that field such as:
A bug icon
A home icon
A key icon
And many more
These icons help you visually organize inspections based on your own system and preferences.
Once you get familiar with these symbols, your dashboard becomes much easier to read, no clicking around with confusion.
How to delete an inspection
If you need to remove an inspection on ReportWriter Ai, you’re in the right place.
Maybe you created it by mistake, or maybe you were even just testing things out.
Whatever the reason is, we’ll walk you through it
The most Important thing to know first is: You can only delete inspections that have not been published.
How to delete an Inspection (Step-by-Step guide)
1. Open the inspection you want to delete
This takes you to the Inspection Details page.
2. Click “More” in the top-right corner
3. Select “Delete” from the dropdown menu
4. Click “Delete Inspection” to confirm
And that’s it, the inspection will be removed.
Frequently Asked Questions
Q. Why can’t I see the “Delete” option on my inspection?
This usually means one of two things:
a. The inspection report has already been published
b, You’re currently on a free trial
Only unpublished inspections can be deleted.
Q. Can I delete my last free-trial inspection if it wasn’t a real job?
No. During the free trial, inspections cannot be deleted, even if they were created for testing purposes.
Q. Why does it show that I’ve used an inspection if I haven’t submitted any reports yet?
On the free trial, any inspection you schedule counts, whether or not a report is created or published.
So even scheduled (but unfinished) inspections are included in your total.
Q. How do I archive an inspection instead?
The process is the same.
If an inspection has already been published, ReportWriter AI will archive it instead of deleting it. This keeps your records intact while removing it from your active workflow.
How to view and customize the inspections list page
If you’re trying to find a specific inspection without wasting time scrolling endlessly, then the Inspections List Page in ReportWriter AI is for you.
From this page, you can quickly search, filter, and organize all your inspections so the information you need is always right in front of you.
How to View the Inspections List Page
a. From your dashboard, click the drop-down menu in the top-right corner
b. Select “Inspections” You’ll see a full list of your inspections.
How To Find a Specific Inspection
At the top of the Inspections page, you’ll find simple search and filter options that help you narrow things down fast.
You can filter inspections by time, such as All, Past, Yesterday, Today, and more
All you have to do is to search using specific details like:
i. Property address
ii. Client or agent name
iii. Order ID
iv. Services
v. Other available fields
This makes it easy to locate exactly what you’re looking for without the stress.
How to Customize the Inspections List Page
a. From your dashboard, click the drop-down menu in the top-right corner
b. Select “Inspections”
c. Click “Customize Columns”
d. Click “Remove” next to any details you don’t want displayed
e. Click “Add” next to any details you want included
Your changes will apply immediately.
Important things to Know:
1. You can only add and search using the fields available in the custom columns.
2. If you need to search by information that isn’t available here such as discount codes or certain revenue details we recommend using: Data Exports, or Custom Data Exports (available for Advanced users)
3. Once customized, your Inspections List Page becomes cleaner, faster, and much easier to work with.
How to send a quote on ReportWriter AI
With ReportWriter AI’s quoting tool, you can quickly send a professional estimate to a client or agent by email and then pick up right where you left off when they’re ready to book.
This guide will walk you through:
1. How to set up quotes properly
2. Editing your quote email
3. Creating and sending a quote
4. What happens after the quote is sent
Before sending quotes, there’s one important setting you should check which is: The draft inspections for quotes
This makes sure your work is saved and nothing gets lost.
How to set up quotes properly
a. Click Settings
b. Click Quotes / Estimates
c. Check the box that says “Save quotes as draft inspections”
What this does (and why it matters)
When this setting is enabled, every quote you send is automatically saved as a Draft Inspection
Draft inspections are unfinished bookings you can come back to later and all the details you entered stay saved
You can find your saved quotes: On your Dashboard. In the Draft Inspections section (just below the calendar) and by clicking any draft to reopen and continue
For advanced users:
If you don’t see the Draft Inspections widget, you’ll need to add it manually using the “+” icon in the top-right corner of your dashboard.
Customizing Your Quote Email (Highly Recommended)
You’re not stuck with a generic message. You just don’t know how to easily personalize the email your clients receive.
How to Edit the Quote Email Template
a. Click Settings
b. Click Quotes / Estimates
c. Click Edit Template
d. Edit the email subject line and the email body
e. Use the orange placeholders to automatically insert details like names, services, and prices
f. Click Save Template when you’re done
Once saved, this template will be used for all future quotes.
Creating and Sending a Quote
Once your settings and email template are ready, you’re good to go.
Option 1: Sending a Quote from the Dashboard
Click “+ New Quote” in the Today section
Enter the property information
Or click Address Search to look it up
Select a service from the dropdown
Enter the recipient’s name and email
Choose the recipient’s role (Buyer, Agent, or Other)
Click Save Quote
What happens next is that the quote is automatically emailed to the recipient, the inspection is saved to your Draft Inspections, and you can now resume booking later without re-entering details
Important note:
If you’re using the New Order Form as your default, you won’t see the + New Quote button on the dashboard. Keep reading below.
How To Send a Quote Using the New Order Form
If the New Order Form is your default, quoting works slightly differently but even better and here’s how:
a. Fill out the required fields on the New Order Form
(service, property info, date/time)
b.Once everything required is filled in, you’ll see “Send a Quote” in the bottom-right corner
c. Click Send a Quote
d. Add or select a recipient (client, agent, or one manual entry)
e. Send the quote
After sending, you’ll see a success message. The quote is saved in your “Draft Inspections,” and you can resume the inspection later just like usual
With the New Order Form enabled, all quotes are sent from here, not from the dashboard button.
Helpful Things to Know (Before You Send) Are:
a. You don’t need a full address to send a quote
Only pricing-related fields are required
b. You can edit:
c. Property details
d. Services
e. Add-ons
f. Discount codes
g. Custom scheduling fields
h. Quotes are sent from your company email
(found under Settings > Profile)
i. Some pricing modifiers work (like square footage)
j. Distance-based modifiers do not work for quotes because no inspector is assigned yet
About Square Footage & Home Data
Automatic square footage and year-built data may not always be 100% accurate.
Why?
Because some listings include basement square footage
Some don’t include recent renovations
And, no database is completely error-free
What you can do:
Edit square footage manually after creating the inspection
Or, turn off automatic calculations entirely:
Go to Settings > Scheduling Options
Uncheck Enable Age of Home Data
This allows clients or agents to enter the info themselves.
Frequently Asked Questions
Q. How do I know if the quote was sent?
Quotes don’t appear in the sent email queue. Instead, check your Draft Inspections. If it’s there, it was sent.
Q. Can I resend a quote?
Not at the moment. You’ll need to create and send a new quote.
Q. Is the quote emailed automatically?
Yes. Saving a quote sends the email and saves it as a draft.
Q. Can I edit an existing quote?
No. Any changes require creating a new quote.
Q. Can I send a quote to both the client and their agent?
Currently, each quote can only be sent to one recipient.
Q. How long are quotes saved?
Quotes are saved for 7 days. After that, they’re removed and can’t be recovered.
Q. Can I change the email quotes that are sent from?
Yes. Quotes are sent from your main contact email under Settings > Profile.
Q. Do quotes work with advanced automations?
No, there are currently no automation conditions tied to quotes.
Q. Does contact info from quotes save automatically?
Not yet. You’ll need to manually add contacts if you want them saved.
Using site-wide search
Keeping track of inspections, clients, and agents can be a headache even when it doesn’t have to be?
ReportWriter AI’s Site-Wide Search lets you find exactly what you need, without hopping between pages.
This search bar is always at the top-right corner of your screen, no matter where you are in ReportWriter AI.
Why Use Site-Wide Search?
It helps you save time; You can find inspections, clients, or agents instantly without digging through multiple pages.
It helps you work smarter: Making you spend less time searching and more time inspecting or managing your business.
It helps you stay organized by helping you keep all your important data accessible and easy to locate.
How to Find Inspections
Click the “Search everything” bar at the top-right corner
i. Type in the information you’re looking for
ii. You can search by address, client name, agent name, or inspector name
iii. Results will appear just below the search bar
iv. Click the inspection you want
You’ll be taken directly to that inspection’s Details Page
How to Find Agent Contacts
i. Click the “Search everything” bar
ii. Enter your search term
iii. Search by first name, last name, email, or agency name
iv. Scroll down to the Agents section in the results
v. Click the agent you need
You’ll be directed to their contact page where you can view or edit their details
Frequently Asked Questions
Q: Why isn’t my draft inspection showing up in Site-Wide Search?
A: The search bar only shows scheduled inspections. Draft inspections are not included. To find a draft inspection, check the Draft Inspections widget on your dashboard. v
Getting started with the new calendar
Our newly rebuilt calendar in ReportWriter AI is here and is designed to make scheduling faster, smoother, and easier than ever. It’s starting off with the essentials, but don’t worry, more features are coming soon.
Even if you don’t have time for a full walkthrough, here’s what you can look forward to in order to get started and make the most of it!
1. Easier Navigation: This means:
Quick toggling: Move between days, weeks, and months with just a few clicks, no more endless clicking to find the right date.
Calendar search: Find appointments fast by searching for address, town, state, zip code, or other criteria.
Filter by inspector: See only the appointments for the inspector you need.
2. Mobile-Friendly Design: This means:
This calendar works beautifully on mobile, so inspectors and staff can manage schedules while on the go.
3. Usability Improvements: This means:
a. Quick actions: Right-click (or control-click) on events to edit or take action immediately.
b. Color-coded inspections and events: Easily see who is assigned at a glance.
c. Clear availability indicators: Shading and styling make free/busy times obvious.
d. Improved hover text: Click-to-hover shows details quickly without clutter.
e. Cleaner view: Inspector photos have been removed from events to keep things simple.
Why is This a Better?
The new calendar is ready for use, but it’s still in beta meaning some smaller features from the old calendar aren’t in yet. Things like:
Day view route map
Month view multiple inspectors indicator
Cal Week and Four Week Views
Times displayed in company time zone vs local time zone
Dashboard calendar still shows the legacy calendar (but both calendars sync)
So, If you rely heavily on these features, we recommend using the old calendar until they’re added.
But, the good news is: You can switch back and forth between the old and new calendars whenever you need.
Click the button in the top-right corner of the calendar page to toggle.
To access the calendar page: Click your profile picture then, click Calendar
Help Us Make It Better
This new calendar opens up tons of possibilities for future customization, and we’d love to hear from you. What would make scheduling faster or simpler for your team?
We would love to hear from you
How to locate an inspection or report on the web
1. Locate Inspections via the Dashboard Calendar
The Dashboard Calendar is the fastest way to see your upcoming inspections. You can view all scheduled inspections for you and your team, and choose the calendar view that works best for you.
The Steps For This Are:
i. Log in to your ReportWriter AI account.
ii. Scroll down on your dashboard until you see your calendar.
iii. Choose your preferred view: Which may be:
List view: Shows all inspectors on the left with time slots for the entire day.
Day view: See inspections scheduled for a single day.
Week view: Shows inspectors on the left and days (weekday to weekday) on the right.
Calendar week view: Displays Sunday–Saturday with inspectors on the left and time slots on the right.
4-week view: Displays four weeks at a time; inspections appear as blocks on each day.
Month view: Shows the entire month with inspections as blocks on their respective dates.
Scroll forward or backward using the arrows to navigate between dates.
Click on any inspection to open its Inspection Details page.
2. Locate Inspections via the Inspections List
You can also find inspections using the Inspections List, which is perfect for searching by client, address, or order ID.
The Steps Are:
i. From your dashboard, click the drop-down menu in the top right.
ii. Select Inspections.
iii. Use the search bar or filters to find the inspection you need.
3. Locate Inspections via Site-Wide Search
The Site-Wide Search lets you instantly search across your entire ReportWriter AI account; both past, present, and upcoming inspections without navigating through multiple pages.
Steps:
i. Click the “Search everything…” bar at the top right of any page.
ii. Enter the information you want to search for: address, client name, agent name, or inspector name.
iii. Results will appear below the search bar.
iv. Click the inspection you want to open, it will take you directly to the Inspection Details page.
Tip: You can also use this to locate agents and clients quickly.
Frequently Asked Questions
Q: Why isn’t the inspection I just scheduled showing on my calendar?
A: Try refreshing your browser. Minor delays or brief internet interruptions can prevent new inspections from appearing immediately.
Q: How do I find an old report?
A: Use the Site-Wide Search. Enter the client’s name or inspection address to quickly locate reports from past inspections.
How to review inspections waiting to be published
When an inspector finishes a report, it isn’t automatically sent to the client. Instead, they submit it for review and publishing.
This step is key to making sure every report meets your company’s standards before it reaches a client.
Here’s how the whole process works:
i. Open the Inspection Details page for the report.
ii. Click “View” under the report name to open the Preview/Publish page.
iii. In the left column, click “Submit Report.”
iv. Confirm by clicking “Submit Report” again.
Once submitted, the report will appear in your dashboard for review.
How to Review and Publish Submitted Reports
Submitted reports are marked with an orange checkered flag, so you can quickly see which inspections are waiting in your “In Progress” queue.
To review and publish:
i. Go to the “In-Progress” widget on your dashboard.
ii. Find the inspection with the orange checkered flag.
iii. Click the inspection to open the Inspection Details page.
iv. Click “Edit” to open the web editor, or
v. Click “View” to see the Preview/Publish page.
vi. Once you’ve confirmed the report is accurate, click “Publish All.”
vii. Then, click “Send All” to deliver the report to the client.
This method keeps your workflow smooth, ensures quality control, and guarantees clients get reports that are correct and professional every time.
Stripe alerts in ReportWriter AI
ReportWriter AI works hand-in-hand with Stripe to power their Payments. This partnership makes it easy to collect payments directly inside the platform.
But because Stripe handles real money and real payouts, there are moments where they need to double-check your information. That’s where Stripe alerts come in.
Why Stripe Alerts Matter
When you’re setting up or managing your Stripe account, identity verification is a required step. Stripe uses this to keep transactions safe and compliant.
If Stripe can’t verify your identity using the documents you’ve provided, your payouts may be temporarily paused until the issue is resolved. This usually happens for simple reasons, such as:
Information that doesn’t perfectly match your records
Documents that are blurry, incomplete, or outdated
Missing business or banking details
This is nothing scary, it’s just Stripe asking for clarity.
Before reaching out to support, it’s always a good idea to check your Stripe dashboard first. Many issues can be resolved there much faster by updating or resubmitting the required information.
What You’ll See in ReportWriter AI
If Stripe needs more information from you, or if your payouts are on hold, you’ll see a clear alert directly on your ReportWriter AI dashboard. These alerts exist to make sure you’re not left guessing why payouts haven’t gone through.
Stripe Payouts at Risk
Sometimes, Stripe needs extra details to keep your account in good standing. This could be updated business information, banking details, or compliance-related data.
When this happens, ReportWriter AI will show a banner in your Alerts that says:
“Payouts at Risk”
This is Stripe’s way of saying, “We just need a bit more information from you before we can safely release your payouts.”
And Once you provide what’s needed in your Stripe dashboard, the alert will clear and payouts will resume as normal.
Inspection alerts in ReportWriter AI
Inspection alerts in ReportWriter AI are there to help you stay on top of what’s happening with each inspection without you having to constantly check every page.
They notify you when something needs your attention, like a client requesting an extra service, an event being added to an inspection, or payments that need to be split between inspectors.
With these alerts, your workflow stays organized, communication stays clear, and nothing slips through the cracks.
Below is a breakdown of the different inspection alerts you might see and what to do when they appear.
Add-On Requests
When a client requests an additional service through the Client Portal, maybe something they forgot to add during booking, you’ll receive an alert right away.
The alert shows you the inspection address and scheduled date, so you immediately know which job it relates to.
From there, you can review the request and decide what to do next. Whether you want to accept it, decline it, or take a closer look, just click “View” under the alert to manage the add-on.
Service Limitations
If you’re using ReportWriter AI Advanced, you can control which services each inspector on your team is allowed to perform.
If an inspector is accidentally assigned to a service they’re not authorized to handle, ReportWriter AI flags it for you. You’ll see an alert showing the service, inspection address, and date, so you can quickly understand what needs fixing.
Click “View” in the alert to open the inspection and reassign it to the right inspector.
Inspection Events
Inspection Events which is only available on the advanced version of ReportWriter AI allows you to connect your calendar events directly to an inspection. This is especially useful for things like dropping off or picking up radon kits or water samples.
When an inspection is booked with services that include these built-in events, you’ll receive an alert letting you know the events have been created. The alert includes the inspection address and date, so nothing feels out of context.
Click “View” to see the inspection and its linked events.
PaySplits
PaySplits, also part of only the advanced version of ReportWriter AI, helps you manage how inspectors are paid for each service.
If an inspection requires paysplits to be manually assigned, you’ll get an alert so it doesn’t get overlooked. The alert will clearly show the inspection address and date, making it easy to find.
Click “View” to open the inspection and assign the appropriate pay splits.
Understanding and managing alerts on ReportWriter AI
Alerts in ReportWriter AI are designed to keep you informed about important updates, pending actions, or potential issues with your inspections or subscription billing.
They act like gentle nudges, helping you stay on top of your workflow and avoid surprises. At the same time, knowing how to manage and clear alerts is key to keeping your dashboard neat and organized.
In this guide, we’ll walk you through how alerts work, how to view them, and how to handle them so that your workflow stays smooth and clutter-free.
What Are Alerts?
Alerts are like your personal assistant in ReportWriter AI. They automatically monitor important events and notify you or your team when something needs attention. For example, an alert might appear if a payment fails, a card is about to expire, or a dispute arises.
By keeping you in the loop, alerts help you:
Avoid missed deadlines
Keep client communication seamless
And prevent issues before they grow into bigger problems
Pro-tip: The Alerts widget shows both upcoming alerts (up to 30 days ahead) and recent alerts (up to 60 days past), so you always have context for what’s happening.
Viewing & Sorting Alerts
You can quickly access your alerts on both the web and mobile platforms. Alerts are displayed in a dedicated widget where you can sort, filter, and find what matters most.
On the Web: Your Alerts widget is visible on your dashboard, letting you scan recent and upcoming alerts in one place.
On Mobile: Alerts appear on the mobile web in a simplified list, keeping things easy to read while on the go.
Dismissing Alerts:
Once an alert has served its purpose, you can dismiss it to keep your dashboard tidy.
On the Web: Click the dismiss icon on the alert to remove it from your widget.
In Mobile: Swipe or tap the dismiss option to clear the alert.
Resolving Alerts
Some alerts require action. For these, you’ll see two options below the alert message: Update and Dismiss.
Click Update to go directly to the page where the action is needed. Like updating subscription payment info or handling a dispute.
After completing the necessary action, the alert is automatically considered resolved and will clear from your alert’s widget.
If the alert doesn’t require any action, simply dismiss it to keep your dashboard clean.
Types of Alerts:
i. Subscription Alerts: Notifications about upcoming renewals, payment methods, or subscription changes.
ii. Payment Alerts: Alerts triggered by failed payments, disputes, or expiring cards.
iii. Inspection Alerts: Reminders or updates about inspections, schedules, or report statuses.
iv. Stripe Alerts: Payment processing alerts from your connected Stripe account.
Important Note: Only users with Admin permissions have access to certain settings and alerts. If you encounter a setting or alert that you don’t have access to, or you only see “User Settings,” reach out to your company’s Admin for assistance.
Payment alerts in ReportWriter AI
Money issues can be uncomfortable, but we do not believe they have to be confusing too.
ReportWriter AI keeps you in the loop by sending alerts whenever something important happens with your payments, like a client disputing a charge or a bank transfer failing. These alerts exist so you can act early, fix the issue quickly, and keep your business running smoothly.
In this section, we’ll explain what these alerts mean, where to find them, and what to do when they show up.
When a Client Disputes a Charge:
A dispute happens when a client questions a charge through their bank or card provider. When this occurs, the disputed amount is temporarily pulled from your account while the bank reviews the case.
ReportWriter AI doesn’t leave you in the dark. As soon as a dispute is opened, you’ll see an alert on your dashboard so you can review what happened and respond appropriately.
Disputes can affect your cash flow, so it’s important to look into them as soon as possible. From the alert, you can view the dispute details, upload supporting documents, and submit your response.
To get started, simply click “View” in the alert notification.
Dispute Under Review
Once you’ve submitted your evidence, you’ll see a new alert letting you know the dispute is officially under review.
At this stage, the decision is handled entirely by the client’s bank and card network, not ReportWriter AI. Reviews typically take 60–75 days, and you’ll be notified once a final decision has been made.
While waiting, no further action is required from you unless the bank requests additional information.
Bank Transfer (ACH) Failure
Sometimes, bank transfers don’t go through. This can happen for a few common reasons; incorrect bank details, insufficient funds, or temporary issues with the payment processor.
If an ACH payment fails, ReportWriter AI will alert you right away so you’re aware of the issue. When this happens, the original payment cannot be retried automatically.
The client will need to submit a new payment to complete the transaction.
Keeping an eye on these alerts helps you follow up quickly and avoid unnecessary delays in getting paid.
Subscription alerts in ReportWriter AI
Managing your subscription shouldn’t feel stressful or confusing. That’s why ReportWriter AI uses subscription alerts which are simple notifications that lets you know when something needs your attention before it turns into a bigger issue.
These alerts help you stay ahead of things like upcoming renewals, payment problems, or changes to your billing setup. The goal is simply to avoid surprises, ensure you have smoother payments, and uninterrupted access to your account.
Below are the most common subscription alerts you may see and what each one means.
Subscription at Risk: Card on File Expiring
This alert means the card currently saved on your account is about to expire.
ReportWriter AI sends this reminder ahead of time, so your subscription payment doesn’t fail unexpectedly. Updating your card early helps everything continue smoothly without any disruption.
When you see this alert, just click “Update” in the alert message to add a new card or update your existing one.
Subscription at Risk: Payment Failed
Sometimes payments don’t go through, and this could be due to insufficient funds, an expired card, or a temporary issue with your bank.
When a payment fails, ReportWriter AI lets you know right away so you can fix it quickly and avoid any interruption to your service.
To resolve this, click “Update” in the alert message and add a valid payment method or correct the issue with your bank.
Subscription at Risk: Advanced Billing
If you’re using Advanced Billing and see this alert, it means there isn’t a valid payment method on file to process upcoming charges.
Nothing is wrong with your account. it just needs a card added or updated before billing can continue. Once your payment details are in place, everything goes back to normal.
Click “Update” in the alert message to add a card for Advanced Billing.
Subscription Cancelled
In rare cases, a subscription may be cancelled after multiple failed payment attempts. This usually happens when payment issues aren’t resolved in time such as an expired card or ongoing bank errors.
If this happens, don’t panic. You’ll just need to update your payment information and reconnect with our team so your subscription can be reactivated.
To get started, click “Contact” in the alert message to chat with the ReportWriter AI support team.