Snow removal proof of service

Snow removal proof of service is a record, made on the site, of who came, when, and whether the work was finished. A contractor needs one to get paid and to answer a claim. A property owner or a manager needs one to know that the invoice matches the storm.

The trouble is timing. The question comes weeks or months later, when the snow has gone and nobody remembers which truck reached which lot. A driver's memory and a dispatch note will not carry much weight then, on either side.

Were you there? Slip and fall documentation: snow contractor records

These are the moments the question comes up.

A fall, and a letter months later

Someone slips in a parking lot in January. The letter arrives in spring. Your insurer asks when the lot was last cleared and salted, and by whom. You need the visits for that site, on that date, with the time on each.

An invoice for a storm nobody saw

A client gets a bill for three overnight visits. The lot looked clear at 08:00, and that is all they know. They ask for something better than the contractor's word.

A summer visit that left no trace

Grass cut at a site you rarely see leaves little behind after a week. When a client says the crew skipped two weeks, a landscaping crew has the same problem a plough driver has.

How a code answers it: prove snow removal was done on each visit

You print one code for each site, or each area of a large one, and fix it where the crew has to go. The crew scans it with a phone camera, and a web page opens. They pick why they came, tap Completed or Not completed, and take a photo if the point asks for one. Not completed asks why, and opens a follow-up.

ScanNLog stores the time in the site's own time zone, the person's name and verified email, and the answers. With the location check on, it also records whether the phone was inside the area you set.

If you do the work

Open your own account and put your codes on your clients' sites, with their permission. Send each client a PDF report for any period and any set of sites, with the photos. When a claim arrives, open the point and read the visits for that date.

If you pay for the work

You have two ways to check. Ask the contractor for the monthly PDF, or hold the account yourself, put your own codes up, and approve the contractor's company by its email domain. The second way keeps the history with the site if you change contractors. There is no client login on a contractor's account, so agree who holds it before the first code goes up.

Worked example: a landscaping site visit log at Fernhollow Grounds

Fernhollow Grounds has 4 crews and looks after 26 commercial sites. In winter it ploughs and salts. From April it mows, prunes and checks irrigation.

It places 41 codes: one for each small site, and one for each lot on the large ones. Each point lists 5 reasons: Plough, Salt, Mow, Prune and Irrigation. Each asks for a photo and checks location within 150 metres of the pin.

On a February night, snow starts at 23:00. A driver scans the east lot at a retail plaza at 02:14, picks Plough, taps Completed and photographs the cleared lanes by the entrance. A second crew scans at 05:40 and picks Salt. At the west lot, a parked truck blocks one lane, so the driver taps Not completed and writes that down. A follow-up opens.

In May, a letter asks about a fall in the east lot that night. The office opens the point and finds both visits, each with a time, a name and a photo. It makes a PDF for that date and sends it to the insurer. The record does not say what caused the fall. It shows what was done and when.

Names and numbers are examples.

Recommended settings for snow and grounds work

What it does not do

It does not schedule crews, track trucks, record snowfall or send invoices. It sits beside the tools you use for those.

It does not settle a claim or judge the quality of the work. Phone positions are accurate to tens of metres, so a location match supports a record and does not prove it alone. Ask your lawyer or your insurer what they need from you.