Automatic Email Reports

provvio automatically emails a proof-of-service PDF to your client when a visit completes. This saves you time and keeps clients informed without any manual effort.

How It Works

When a team member checks out:

1. provvio generates the visit report
2. An email goes out with a short summary and the PDF attached
3. On Pro, the email matches your branding (and is fully white-labelled if you've enabled white-label)

If the client has Require report approval on, the email isn't sent automatically - it lands in Reports → Confirm Reports for you to send or discard.

Who Receives the Email

provvio sends the report to one recipient, in this order:

1. The job's notify contact (if configured)
2. The site's primary contact (if set)
3. The client's main email address (fallback)

Branding by Plan

• Essentials - simple email with your organisation name and a Provvio attribution
• Pro - branded with your logo and colours; with white-label turned on, no Provvio attribution

See PDF Reports for details on how branding tiers apply.

Managing Recipients

1. Go to Sites and open the site
2. In Site Contacts, add or update contact emails
3. Mark the right person as Primary
4. Use the Notify on completion toggle to control who gets the automatic email

Email Timing

Reports are sent within seconds of check-out (unless approval is required), so clients get them while the visit is still fresh.

Tips

• Tell clients up-front that they'll receive automatic reports - they almost always love it
• Double-check site contact emails before relying on automation
• Pair white-label emails with the client portal for a fully on-brand client experience