Forms

Forms turn job paperwork into a conversation. Your on-glasses assistant fills out a trade form while the engineer works and talks, then produces a finished PDF and attaches it to the job or emails it. No phone, no clipboard, no typing.

A library of standard forms, plus your own

There are two ways to get a form into your account.

Import a standard form. The platform ships a library of common UK trade paperwork ready to use. It includes the Landlord Gas Safety Record (CP12), the Gas Warning Notice (CP14), the Gas Tightness Test (CP16), gas service records, the Benchmark commissioning checklist, the Unvented Hot Water (G3) checklist, a powerflush certificate, electrical certificates (Minor Works, EICR and EIC summaries, PAT records), the OFTEC oil reports (CD/10 and CD/11), a heat pump commissioning record, and everyday job admin like a Job Sheet, Invoice, Quotation, RAMS and a Job Report. Open the Forms area, browse the library, and import the ones your business uses.

Upload your own. If you already have your own branded form, upload the blank template and the system reads it and works out where every field sits automatically. From then on the assistant can fill your form by voice exactly like a standard one.

Filling a form by voice

On the job, filling a form is just talking:

1. Start the form. Say something like "start the gas safety form" and the assistant pulls up the right template.
2. Talk it in. As you work, say what you find: "boiler's a Worcester Greenstar 30i in the kitchen", "operating pressure 20 millibar", "all safety checks pass". The assistant records each value against the right field. Say something once and it fills every open form that needs it, so two certificates don't mean entering the same details twice.
3. Review and finish. Ask the assistant to read it back, confirm, and it renders the finished form and attaches the PDF to the job (or emails it).

Recurring details like your business name, address and registration numbers fill in automatically from your account, so the engineer only ever dictates the readings.

Every value placed exactly

The finished form is not a best guess. Each value is placed onto the real template precisely where it belongs, character for character. Serial numbers, GC numbers, Gas Safe and OFTEC registration numbers, VAT numbers and postcodes come out exactly as dictated, with no drift. Pass, Fail and Yes/No options are circled or ticked in the right place. The result is a clean, professional document you would be happy to hand to a customer or a landlord.

Photos on a form

Some forms have photo boxes (a Job Report, for example). Photos the engineer snaps on the glasses drop straight into those boxes on the finished form, so a written record and the supporting pictures arrive together. See the Agent Toolbox vision tools for how to capture them.

Where it lives

Forms are part of the free Agent Toolbox, included with every account. Manage your forms in the Forms area of Skills and Knowledge: import from the library, upload your own, rename them, and turn them on or off.