Write down what the outside technician actually did

Outside technicians leave with the knowledge. You keep the invoice. The history needs more than the invoice.

Before they leave, ask what they replaced, what they adjusted, and what they refused to touch. Write it on the work order while they are still in the building. Tomorrow’s version will be shorter and less accurate.

What to attach

The worksheet if they have one, the part numbers, and whether the machine was tested. If they say a second visit is required, that is the status of the job, not a new story in someone’s head.

Do not open a fresh asset because the contractor uses a different name for the machine. Match their worksheet to your code. If their serial does not match your file, find out why before you change the file.

Pay the invoice against the job. A paid invoice with no job is how you lose the trail of what this frame has already cost.