The Vehicle Inspections Detail report gives you one row for every digital vehicle inspection your shop has run — useful for auditing tech work on specific inspections, following up on failed items, and confirming that inspections are being completed rather than left open. At the top of the page you see three quick numbers: Total Inspections, Completed Inspections, and your Completion Rate. Below that is a table with a row per inspection showing the order, the customer and vehicle, the tech(s) who rated items, whether it was marked complete, and how items scored (Passed, Needs Attention, Failed, N/A). You can filter the table, sort by any column, and export to Excel.
Filters
| Filter | Default | What it does |
|---|---|---|
| Countries | your shop's country | Only shown on HQ views with shops in more than one country. Narrows which locations appear in the Locations list — it does not filter the numbers themselves. |
| Locations | every shop you can access | HQ view only. Pick which of your shops to include. |
| Order Status | all statuses included | Limit to Estimates, Repair Orders, or Invoiced orders. Note: if your shop doesn't use Repair Orders and you pick "Estimate", the report will also include Repair Orders behind the scenes — so totals may be a little higher than you'd expect for pure Estimates. |
| Inspection Completed Date | off (includes inspections regardless of whether they're complete) | Filter to inspections that were marked complete in the date range you pick. Answers: "what inspections did my techs finalize in this period?". In-progress inspections drop out of the report as soon as you turn this filter on. |
| Invoiced Date | off | Filter to inspections on orders that were invoiced in the date range. Answers: "what inspections were on jobs I billed in this period?". Estimates that never became invoices drop out when this is on. |
| Paid Status | all paid statuses included | Limit to Paid, Unpaid, or Partially Paid orders. Selecting all three is the same as not filtering — the report treats "all selected" as "no filter". |
| Fully Paid Date | off | Filter to inspections on orders that were fully paid in the date range. Answers: "what inspections were on jobs where money came in during this period?". Unpaid or partially-paid orders drop out when this is on. |
| Inspectors | all inspectors plus "Unassigned" | Filter to inspections where the tech(s) you pick rated at least one item. Important: this picks which inspections appear, not which items. If two techs split an inspection and you filter to one of them, the whole inspection still shows up with both techs' work visible. |
Date Filters
They are independent and they apply together when you turn on more than one. For example, setting both Inspection Completed Date (March) and Fully Paid Date (March) only shows inspections that were both completed in March and on orders that were fully paid in March. If you want one or the other, use just one filter. Neither mode is more "correct" — they answer different questions.
Understanding Each Number
| Card or Column | What it means | What it doesn't include | When it's useful | Notes |
|---|---|---|---|---|
| Total Inspections | The count of inspections that match your filters. | — | Quick sanity check on your inspection volume. | Includes inspections still in progress. An inspection doesn't have to be finished to count here. |
| Completed Inspections | How many of those inspections were explicitly marked "Complete" by a tech. | Inspections where every item was rated but the tech never tapped Complete. | Measures follow-through — are your techs finalizing inspections or leaving them open? | If you rate every item but don't tap Complete, the inspection isn't counted as completed. |
| Completion Rate | Completed Inspections ÷ Total Inspections, as a percentage. | — | A tech or shop KPI — how often do you finish what you start? | A 0% rate usually means "inspections are running but not being finalized", not "no inspections at all". Check Total first. |
| Inspectors (column) | The tech(s) who rated items on the inspection. | Techs who didn't rate any items on that inspection. | Seeing who touched an inspection. | "Unassigned" means items were rated without a specific tech being credited. When more than one tech rated items, all of them appear. |
| Completed By (column) | The person who tapped "Complete" on the inspection. | Anyone else who worked on the inspection. | Tracking who finalizes inspections. | Different from Inspectors — the person who tapped Complete doesn't have to be one of the inspectors. Blank when the inspection is still in progress. |
| Items Rated | Number of items on the inspection that got any rating (Green, Yellow, Red, or N/A). | Items the tech skipped entirely. | Spotting inspections where items were left untouched. | N/A counts as rated here. |
| Items Rated % | Items Rated ÷ total items on the inspection. | — | How thoroughly did the tech work through the inspection? | 100% means every item got a rating; less means optional items were skipped. |
| Passed | Green items on the inspection. | — | Quick feel for healthy vehicles. | — |
| Needs Attention | Yellow items. | — | Items worth flagging for future service or customer awareness. | Yellow counts as a "finding" — see Avg. Finding %. |
| Failed | Red items. | — | Issues to act on now. | Red also counts as a "finding". |
| N/A | Items marked "not applicable". | — | Tracking items the tech judged didn't apply to this vehicle. | N/A items do not affect your Avg. Finding % — they're simply ignored in that calculation. |
| Avg. Finding % | Percent of rated items that were Yellow or Red, ignoring N/A. Formula: (Yellow + Red) ÷ (Green + Yellow + Red). | N/A items. | A single-number read on how many findings came out of the inspection. | If every rated item is Green, this is 0%. If every rated item is Yellow or Red, this is 100%. |
Common Questions
Q: Why is my Completion Rate 0% when my techs are doing inspections? A: "Completed" means a tech explicitly tapped the Complete button on the inspection. If they rated every item but never finalized it, the inspection counts toward Total but not toward Completed. Open one of the inspections on the order — if it shows rated items but no "Completed by" line, that's the issue. Coaching techs to tap Complete at the end of each inspection fixes this.
Q: I filtered to one tech, but I see items from other techs on the same row. Why? A: The Inspectors filter picks which inspections show up, not which items inside them. Once an inspection has at least one item from the tech you picked, the whole inspection appears — including items rated by other techs on the same inspection. This is intentional so you see the full picture of each inspection. If you want per-tech item counts, use the Vehicle Inspections Summary report instead.
Q: Why doesn't this match the Vehicle Inspections Summary report? A: Both reports use the same underlying inspection data, but Summary shows one row per tech (so the same inspection with two techs shows up in two rows), while Detail shows one row per inspection. The three cards at the top (Total Inspections, Completed Inspections, Completion Rate) should match between the two reports when you apply the same filters. Per-row numbers will not.
Q: Why is an inspection missing from the report? A: Most common reasons:
- You've turned on the Inspection Completed Date filter, but the inspection was never marked complete — it drops out.
- You've turned on the Invoiced Date or Fully Paid Date filter, and the order it's on wasn't invoiced or paid in that window.
- The Order Status or Paid Status filter is narrower than you think.
- The inspection is brand new — the report refreshes on a schedule, so very recent inspections can take a bit to appear. Look at the "Last updated" timestamp above the table.
- (HQ) The location isn't in the Locations filter or isn't in your accessible set.
Q: Why doesn't N/A lower my Avg. Finding %? A: N/A is treated as "this question didn't apply to this vehicle, so don't count it either way". It neither helps nor hurts the finding rate — it's left out of both the top and bottom of the calculation. Only Green, Yellow, and Red items factor in.
Q: Why is the oldest inspection at the top by default? A: The table defaults to sorting by Created date, oldest first, so you can work through inspections in the order they came in. Click the Created column header once to flip it to newest-first.
Q: Why doesn't the Paid Status filter do anything when I check all three boxes? A: Selecting all three (Paid, Unpaid, Partially Paid) is the same as not filtering at all — the report treats it that way on purpose. If you want to filter, pick one or two.
Tips for Getting the Most Out of This Report
- Audit completion discipline. Set Inspection Completed Date = Last 30 Days and watch Completion Rate. If it's well below 100%, you've found techs who are rating items but not tapping Complete — a quick coaching opportunity.
- Follow up on findings. Sort by Avg. Finding % descending to see inspections with the highest rate of issues. These are strong candidates for selling recommended repairs or deferred work.
- Spot unassigned work. Use the Inspectors filter set to "Unassigned" to find inspections where items were rated without a tech on the item — sometimes a sign the inspection was built from a template but never attributed.
- Reconcile with paid work. Combine Invoiced Date with Paid Status = Paid to see only inspections on jobs you billed and collected in a period — great for monthly reviews.
- Export to Excel for deeper analysis. The Export XLS button reproduces whatever columns you have visible on the table — so hide the ones you don't need before exporting.
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