# Service report: done before the technician leaves the site

> The digital service report of ManualPass Service is created in the phone's browser, without an app. It contains the type of visit, a checklist per machine type with “OK”, “Not OK” or “N/A”, free text, measurements with unit, spare parts with part number, new and resolved defects, up to eight photos and the customer's signature. When completed, it is archived as a PDF with an SHA-256 checksum and sent automatically to the manufacturer, the operator and, on request, to an address on site.

Source: https://manualpass.eu/en/manualpass-service/service-report/ · Updated: 07/10/2026 · ManualPass (https://manualpass.eu)

In many companies, service reports are still filled in by hand, retyped later in the office and sent by e-mail. That costs time, causes errors – and the customer receives the report days later. With ManualPass Service, the report is finished before the technician leaves the hall.

## Structure of the report

| Component | Content |
|---|---|
| Type of visit | Maintenance, repair, commissioning or inspection |
| Checklist | Check items per machine type, result per item: OK, not OK, N/A |
| Work carried out | Free text on the work performed |
| Measurements | Measured quantity, value and unit, any number of lines |
| Spare parts | Description, part number, quantity |
| Defects | record new defects, mark open ones as resolved |
| Photos | up to 8, embedded in the PDF |
| Acceptance | Name and signature of the signing person, optional copy to an e-mail address |

## Checklists per machine type

You set up a standard checklist for all machines and, where needed, your own per machine type – simply one check item per line. Each checklist has a maintenance interval in months; from it ManualPass calculates the [next due date](https://manualpass.eu/en/manualpass-service/maintenance-deadlines/) after every maintenance report. Changes to checklists apply to new reports; existing ones remain unchanged.

## Built for the workshop floor

- **Large controls:** checklist by finger tap, “All OK” with one click.
- **Photos straight from the camera:** reduced in the browser so that the upload works even on a weak network.
- **Signature with a finger:** directly on the screen, no extra device.
- **No app:** runs in the browser of any smartphone, the technician stays signed in.

!!! achtung "Common misconception"
    “Photos in the report are always harmless.” Photos can show people or the customer's trade secrets. ManualPass points this out in the form – photograph only the machine and what is needed as proof.

## Sent automatically, archived securely

When the report is completed, ManualPass generates a PDF with your letterhead, archives it with an SHA-256 checksum and sends an e-mail with a link to your service team, to the accounts of the [operator](https://manualpass.eu/en/manualpass-service/operator-access/) and, on request, to a further address. The report appears immediately in the [service record](https://manualpass.eu/en/manualpass-service/machine-record/). The report number (e.g. SB-2026-00042) and a verification link appear on every PDF.

## Frequently asked questions

**How long does a report take?**
For routine maintenance, a few minutes: pre-fill the checklist with “All OK”, mark deviations, enter a spare part, take a photo, have it signed. The record and all master data are already filled in.

**What happens to large photos?**
Photos are reduced to a sensible size in the phone's browser. This means the upload also works on a mobile network, and the PDF stays manageable.

**Is the signature legally binding?**
The signature on the phone is a simple electronic signature. It serves as proof that the work described was accepted. It is not a qualified electronic signature.

**Can a report be changed afterwards?**
No. A completed report is archived unalterably. If there is an error, it is cancelled with a reason and a new report is created; both remain visible in the record.

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Note: general information, not legal advice.