End-of-day reports are the part of field service that nobody wants to own.
Your field techs finish a job site. They need to produce a handoff document — the classic "end of day report" — that tells the customer what was done, what's still pending, who signed off, and what photos prove the work. Most Q360 shops handle this with a combination of handwritten notes, cell-phone photos texted to dispatch, a verbal phone call, and an email the tech sends from their truck an hour later.
The result: inconsistent documentation, missed sign-offs, lost photos, and a scheduling team that has to hunt down half the information for every job before they can close it out in Q360.
Every shop we talk to has tried to solve this with a PDF form, a Google Form, or a paper checklist. Each works in isolation but none of them write data back into Q360. So the report exists… somewhere else. And the Q360 record is still missing the signature, photos, and sign-off notes that the customer actually cares about.
Smart Forms for Q360.
Smart Forms is Rubi's end-of-day reporting solution that ties Cognito Forms directly to Q360 records. Field techs fill out a branded form on their phone (same tool every time, every job), capture signatures and photos, and the data lands inside the right Q360 record as part of the form submission. No re-keying. No lost attachments. No "did anyone get a signature?"
Field tech taps one link. Fills one form. Hits submit. Q360 gets the signature, the photos, and the sign-off notes — automatically.
What it does.
- Links employee touch-points to customizable forms — each type of work (install, service, decommission, survey) gets its own form with the fields that type of work actually needs
- Stores data directly within Q360 records — no separate form archive to search; the form result lives inside the service ticket, project, or sales order it belongs to
- Captures signatures during sign-out — customer or technician signature captured on the phone, attached to the Q360 record as an image
- Collects and organizes images — photos of completed work, equipment serials, wiring diagrams — all tagged and attached to the record
- Notifies the scheduling team — if the form flags a follow-up ("couldn't complete, needs second visit," "parts ordered," "customer declined sign-off"), schedulers get an immediate notification
How techs actually access the form.
Technical requirements.
- Q360 API user — we need a service account with write access to service records, attachments, and notes
- Cognito Forms Pro account — Smart Forms is built on Cognito Forms as the form engine (cheap, reliable, mobile-friendly)
- Rubi integration layer — our service that ties the two together and handles field mapping, attachment processing, and Q360 writes
Who this is for.
- AV integrators closing out multi-day installs and handing off to customer IT teams
- Security installers documenting camera positioning, credential issuance, and system commissioning
- Service technicians on ticket work who need to capture "what was actually done" and get customer sign-off before leaving
- Project managers supervising subcontracted field work who need consistent reporting from external crews
Frequently asked questions.
Yes — that's the whole point. Most shops end up with 3-6 distinct forms (install, service, survey, decommission, warranty visit) each with its own fields. Adding a new form type takes a few hours, not a project.
Cognito Forms supports offline mode — the tech can fill the form without signal and it uploads when they reconnect. Our Q360 write happens after upload, so the end result is the same.
The integration can fire a nudge notification if a scheduled form hasn't been submitted by a specified time (usually end of business day). Keeps the submission rate above 95% even for new tech hires.