Once a Buyer and Supplier are connected, the Buyer can assign inspections to the Supplier.
The standard workflow is:
The Buyer assigns the inspection.
The Supplier accepts or declines the job.
The Supplier assigns one of their clerks.
The Supplier completes the report.
The Supplier submits it for review.
The Buyer reviews and completes the inspection.
The actions available to each account may depend on the permissions configured between the Buyer and Supplier.
Looking for another Approved Suppliers guide?
This guide is part of our Approved Suppliers collection. You may also find these helpful:
Before You Start
Before assigning an inspection:
The Supplier must have accepted the Approved Supplier invitation.
The Buyer should review the Supplier’s permissions and report branding.
The Supplier should review the permissions given to the Buyer.
The Buyer should confirm that the correct inspection details, date and property have been selected.
How The Buyer Assigns An Inspection
The Buyer creates the inspection using the normal inspection creation process.
When selecting the Clerk:
Open the Clerk dropdown.
Find the Approved Suppliers section.
Select the required Supplier.
Complete the remaining inspection details.
Create the inspection.
ℹ️ Notes
Once assigned, the Supplier receives an email containing:
The inspection type
The property address
The scheduled date
A View Assignment button
How The Supplier Accepts Or Declines The Job
The Supplier can open the inspection from the assignment email or from their Inventory Base account.
The Supplier can then:
Select Decline Inspection if they cannot complete the work.
Accept the job by selecting Assign Clerk and choosing one of their own clerks.
⚠️ Important
The Buyer does not receive an email or a Recent Activity notification when the Supplier accepts the job.
The Buyer can confirm that it has been accepted by checking the inspection’s status.
Editing The Inspection
Once a clerk has been assigned, the Supplier completes the report using the usual Inventory Base reporting workflow.
When the inspection is Active:
The Supplier can open and edit the report.
The Supplier controls the report’s progress while completing the work.
The Buyer can view the inspection and its status.
The Buyer cannot progress the inspection from Active to Complete.
Supplier's View | Buyer's View |
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ℹ️ The Buyer’s ability to reassign, cancel, reschedule or view the assigned clerk depends on the permissions selected by the Supplier.
Submitting The Report For Review
When the report is ready, the Supplier selects Submit For Review.
The inspection then moves from Active to Review.
ℹ️ Notes
The Buyer receives an email confirming that the report is ready to review. The email includes:
The Supplier’s account name
The inspection type
The property address
The scheduled date
A View Report button
The Buyer can also reply directly to this email to contact the Supplier.
Reviewing The Report
When the inspection is in Review, the Buyer can open it and check the work completed by the Supplier.
The Buyer may see the following options:
Edit Report
Request Changes
View Report
Mark Complete
Requesting Changes
Select Request Changes when the Supplier needs to update the report before it is completed.
The Supplier can then make the required updates and submit the report for review again.
Marking The Inspection Complete
When the Buyer is satisfied with the report, they can select Mark Complete.
The inspection moves into Complete on both accounts.
The Supplier can still see the completed inspection, but the editing and progression options available during the earlier stages are no longer shown.
Buyer's View | Supplier's View |
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Supplier Ratings
After reviewing the completed work, the Buyer can rate the Supplier.
The rating covers:
Professionalism
Speed of Delivery
Quality of Report
Ratings help the Buyer record the quality of the service received from the Supplier.
ℹ️ Important
If an inspection remains in Review for 14 days without the Buyer completing it, Inventory Base automatically:
Marks the inspection as Complete
Gives the Supplier a five-star rating in each rating category
Buyers should review returned reports promptly if they want to request changes or provide their own rating.
Permission-Dependent Actions
Some actions may not be available unless the relevant permission has been enabled.
For example:
The Buyer can only reassign the inspection if the Supplier allows it.
The Buyer can only cancel the inspection if the Supplier allows it.
The Buyer can only reschedule the inspection if the Supplier allows it.
The Buyer can only see the assigned clerk if the Supplier allows it.
The Supplier’s completion and sharing options depend on the permissions selected by the Buyer.
ℹ️ For more information, see: Approved Suppliers: Permissions And Branding
What To Check If Something Does Not Work
The Supplier Does Not Appear In The Clerk Dropdown
The Supplier Does Not Appear In The Clerk Dropdown
Check that:
The Supplier has accepted the invitation.
The Approved Supplier relationship is still active.
The Buyer is selecting from the Approved Suppliers section of the Clerk dropdown.
The Supplier Did Not Receive The Assignment Email
The Supplier Did Not Receive The Assignment Email
Check that:
The correct Supplier was selected.
The email has not been filtered into a junk or spam folder.
The job appears in the Supplier’s Inventory Base inspection list.
The Buyer Did Not Receive An Acceptance Email
The Buyer Did Not Receive An Acceptance Email
Inventory Base does not send the Buyer an email or dashboard notification when the Supplier accepts the job.
Check the inspection status to confirm whether the Supplier has accepted and assigned a clerk.
The Buyer Cannot Reassign, Cancel Or Reschedule The Inspection
The Buyer Cannot Reassign, Cancel Or Reschedule The Inspection
The Supplier should review the Buyer permissions under:
Clients > Linked Clients
The Buyer Cannot See The Assigned Clerk
The Buyer Cannot See The Assigned Clerk
The Supplier must enable Allow buyer to see clerk assigned to job.
The Buyer Has Not Received The Report
The Buyer Has Not Received The Report
Check whether the Supplier has selected Submit For Review and whether the inspection has moved into Review.
What To Do Next
Buyers can also allow a Supplier to create inspections directly against properties in the Buyer’s account.
➡️ Continue to: Approved Suppliers: Creating Inspections For A Buyer
Need Help?
If an inspection cannot be assigned, accepted or returned for review, contact our Support team.
Please include:
The Buyer account name and email address
The Supplier account name and email address
The property address (in full)
The inspection ID (URL)
The current inspection status
A screenshot or screen-recording of the issue or permission settings
Full details of the issue you are having.