How to Create a Photo Report

Key Steps to Create a Photo Report

The process of creating a photo report includes several steps:

• create a new document
• add photos
• organize images
• add comments
• generate the final file

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Step-by-Step Guide: How to Create a Photo Report Online

1. Create a new photo report

To create a photo report online, start by creating a new document. In the system, this takes just a few seconds. After logging in, follow these steps:

1. Go to My Reports
2. Click the Create button to start a new report
3. In the pop-up window, enter a document number from your own tracking system or any custom number
4. Confirm the creation of the new photo report

This sets up the foundation for structured work with inspections, progress monitoring, or site condition records.

2. Upload photos

The next step is adding images. You can upload photos:

• from your computer
• from your mobile device
• directly while shooting using the INSPECTOR mobile app

Uploading photos is a critical part of photo documentation, because the images form the core content of the report. It is recommended to:

• upload photos in a logical order
• use clear angles
• avoid duplicates

Supported file formats:

• Image files: jpeg, jpg, png, webp
• PDF files – they are split into pages and uploaded sequentially

3. Sort and organize images

After uploading, it's important to organize the photos. This is what distinguishes a professional photo report from a random collection of images. What you can do:

• reorder photos
• group them by phases or zones
• create "before / after" logic
• arrange them in the sequence of work performed

A well-structured report improves readability and makes analysis easier. Learn more about how the photo sorting feature works in the dedicated documentation section.

4. Add comments and captions

Each photo can be supplemented with text. This is especially important for:

• inspections
• construction reports
• insurance documentation

Comments help to:

• explain what is shown
• record defects or changes
• provide context for clients or colleagues

The result is a complete report with images and explanations, not just a photo gallery. Details about the image annotation feature are available in the documentation.

5. Configure the report layout

Before generating the document, you can choose how the final file will look. Available settings:

• number of photos per page
• image placement
• caption display
• document format

The report layout settings functionality is described in more detail in the documentation. Using different layouts allows you to tailor inspection results for:

• internal reporting
• client presentations
• official documents

6. Generate and download the report

The final step is generating the document. You can download it to your computer or send it to your email. After creating the photo report, you get:

• a ready-to-use structured file
• a document you can send to clients
• a report suitable for archiving

The entire process—from uploading photos to the finished report—takes minimal time. Additionally, when using the mobile inspection app, you can email yourself an archive of photos stored in the service, along with image details and capture context.

Advantages of Creating a Photo Report Online

Creating photo reports with an online service offers several advantages over manual formatting:

• time savings (no need to compile documents manually)
• automatic report structure
• easy handling of large numbers of photos
• consistent format across your team
• ability to work from a mobile device

Where Photo Reports Are Most Commonly Used

Photo reports are used across various industries where visual information needs to be documented:

Common Mistakes When Creating a Photo Report

When creating photo reports, users often make these mistakes:

• lack of structure
• too many unnecessary photos
• missing captions
• incorrect image order
• inconsistent report format

How to Speed Up Photo Report Creation

To create a photo report faster and more conveniently:

• use the mobile app to capture directly into the system
• add captions right when uploading
• apply a consistent layout template
• sort photos as you add them

Online vs. Manual Photo Report – What's the Difference?

Functions Used

This guide uses the following functions:

• Upload Photos
• Report Layout Settings
• Generate Photo Report

Where It Is Used

This guide can be applied, for example, in the following fields:

• Photo Report in Construction
• Photo Report for Inspections
• Work Completion Report

FAQ – Frequently Asked Questions