# Approvals and safety checklists that work from the jobsite

> A construction approval workflow for purchases, safety inspections and PPE records, run from the jobsite with located photos, signatures and limits by amount.

In a construction company the paperwork happens in three places at once: the jobsite, the office and the supplier's counter. A superintendent needs a purchase approved before the delivery truck leaves, a safety walk has to be written up before the next shift, and a new crew needs hard hats and a signed training record.

Most of it still lives in text messages, photos on someone's phone and spreadsheets the office rebuilds at the end of the month. When something goes wrong, nobody can say who approved what, or show that the inspection actually happened on that site, on that day.

## Where the work gets stuck

### Purchases approved by text

Today: A foreman texts a photo of a quote, the project manager answers "ok" and the office finds out when the invoice arrives. Nobody can tell which jobs went over their limit.

With a process: A purchase order with approval limits sends small buys straight through and larger ones to the right person by amount, with the line items, cost center and quotes attached.

### Inspections nobody can prove

Today: Safety walks are written up on paper or from memory later. A checklist filled in at the office does not show what the site looked like.

With a process: The inspector fills the checklist on a phone, takes photos stamped with time and location and signs it. Anything that fails opens a corrective action with photos after the fix.

### PPE and training records in a binder

Today: Who got which equipment, and who sat through the training, is spread across sign-in sheets and a binder in the site trailer.

With a process: Each issue is one record: the worker, the equipment listed line by line and a signed acknowledgment, kept with its full timeline.

### Subcontractor paperwork chased too late

Today: A new sub or supplier starts work before the W-9 or certificate of insurance is on file, and accounts payable chases it when the first invoice comes in.

With a process: Supplier onboarding collects the documents and runs a finance check before the supplier gets a code, so the first payment is not the first time anyone looks.

## Processes to start with

- [Safety inspection](https://easy.wf/templates/safety-inspection.md): Walk the site with a checklist, attach photos stamped with time and location, sign it and open a corrective action for anything that fails.
- [PPE issue and training](https://easy.wf/templates/ppe-issue-and-training.md): Record the hard hats, harnesses and other equipment issued to each worker, with the signed training acknowledgment kept on the same record.
- [Purchase order with approval limits](https://easy.wf/templates/purchase-order-with-approval-limits.md): Small material buys go straight through, bigger ones go to a manager or the owners by amount, and the purchase order PDF is issued at the end.
- [Equipment loan](https://easy.wf/templates/equipment-loan.md): Lend tools and devices with photos of their condition, the borrower's signature and a reminder on the return date to check them back in.
- [Vehicle incident](https://easy.wf/templates/vehicle-incident.md): Report damage to a truck or company vehicle with photos from the scene, then follow the insurance claim and the repair.
- [Daily vehicle check](https://easy.wf/templates/daily-vehicle-check.md): Crews check trucks and vans before the first trip, and defects, or a vehicle marked not fit to drive, go to maintenance with a deadline.
- [Supplier onboarding](https://easy.wf/templates/supplier-onboarding.md): Collect the W-9, certificate of insurance and bank details from a new supplier before the first purchase.
- [Invoice approval](https://easy.wf/templates/invoice-approval.md): Confirm the materials were actually delivered before a supplier invoice is scheduled for payment.
- [Overtime request](https://easy.wf/templates/overtime-request.md): Approve overtime before the crew stays late and confirm the hours actually worked for payroll.

## What matters most

- Photo evidence: Photos are stamped with the time and location where they were taken, so an inspection or a damage report shows which site it came from.
- Signatures: Inspectors, workers and borrowers sign with a typed name and acceptance, recorded with the date in the timeline.
- Approval limits by amount: Approval tiers by amount decide whether a purchase needs a project manager or an owner, and they recalculate when the total changes.
- Recurring schedules: A weekly or monthly safety inspection can start on its own, so nobody has to remember to open it.
- Works on the phone: Easyflow works on phones and installs like an app, which is where superintendents and foremen actually are.
- Guest steps: A subcontractor can fill a step from an email link without an account, and outsiders never count as users.

## Questions

### Is Easyflow a construction project management tool?

No. There are no schedules, Gantt charts, estimates or drawings. Easyflow runs the approvals, checklists and records that happen around the job, such as purchases, inspections and equipment, as simple step by step processes.

### Will it make us OSHA compliant?

No software does that on its own. Easyflow keeps a dated, signed record of each inspection and PPE issue, with photos and a full timeline. What you inspect and record is still set by your safety program.

### Can foremen use it on the jobsite?

Yes. It works in the phone browser and installs like an app. Approvers can also answer straight from the email, with a confirmation page first.

### Do subcontractors need a paid seat?

No. People outside the company fill guest steps from an email link or use a public form, and they never count as users.

Page: https://easy.wf/industries/construction