Handling Disputes and Documentation Requirements

Platform: Both (Web Application and Mobile App)
User Type: Standard and above
Difficulty: Intermediate
Estimated Time: 15 minutes
Last Updated: September 2025

Quick Summary

Learn how to use Dayworkbook's documentation and audit trail features to support dispute resolution and meet documentation requirements. Master platform-specific tools for evidence gathering, record management, and comprehensive documentation that protects your business interests.

What You'll Learn

Use Dayworkbook's audit trail and documentation features for dispute support
Access and organise platform records for evidence gathering
Leverage platform photo management and documentation tools for dispute resolution
Understand platform data export capabilities for dispute documentation
Use billing reports and approved sheet records as evidence
Navigate platform history and record-keeping features

Before You Start

Prerequisites:

Understanding of daywork sheet creation and approval processes
Knowledge of platform photo attachment and documentation features
Familiarity with Billing Report generation (for Admin+Billing users)

You'll Need:

Access to relevant job and sheet records in platform
Understanding of disputed work scope and timeline
Knowledge of platform export and reporting features

Understanding Dayworkbook's Documentation Features

Platform Audit Trail Capabilities

Dayworkbook automatically maintains comprehensive audit trails for dispute support:

Automatic Record Keeping:

Complete Sheet History: Every edit, submission, and approval automatically tracked
Timestamp Records: Precise timing of all actions and status changes
User Attribution: Clear records of who performed each action
Approval Records: Complete client representative approval details with signatures
Photo Documentation: Timestamped photo attachments with captions

Audit Trail Access:

Job-Level History: Complete project timeline with all related sheets
Sheet-Level Details: Individual sheet creation, editing, and approval history
Status Tracking: Complete progression from draft through approval
Billing Integration: Approved sheets automatically linked to billing records

🎯 Key Point: Platform audit trails are automatically generated and cannot be altered, providing reliable evidence

Step-by-Step Instructions

Step 1: Access Platform Documentation for Disputed Work

Gather relevant records using Dayworkbook's organisation and search features:

Navigate to Relevant Records:

Access Jobs section and locate disputed project
Review Job Details for complete project information
Use the search filters to list out Rejected status sheets or Approved sheets which are being disputed
You can also access the Sheets section to locate the subject sheets, made fast and efficient by the use of search filters

Identify Key Documentation:

Approved Sheets: Client-approved work that supports your position
Rejected Sheets: Work that has been rejected that requires further review and potentially discussion with the Client Rep
Reference: The reference field on your sheet(s) noting where/how/by who the work was instructed
Photo Evidence: Timestamped photos your Users have appended to sheets showing work conditions and quality
Resource Records: Detailed labour, equipment, and material documentation
Status History: Sheet Logs with approval timeline and client interactions

Step 2: Use Platform Photo Management for Evidence

Leverage Dayworkbook's photo organisation and documentation features:

Access Photo Evidence:

Open relevant daywork sheets containing disputed work
Review all attached photos with timestamps and captions
Note photo sequence showing work progression

Photo Documentation Benefits:

Timestamp Verification: Automatic timestamp on all photos prevents manipulation
Caption Integration: Work descriptions linked directly to visual evidence
Sequence Documentation: Photo order shows logical work progression
Quality Evidence: High-resolution photos demonstrate work quality

📱 Mobile Note: Photos taken through mobile app include automatic location and timestamp data

Step 3: Generate Comprehensive Documentation Using Platform Reports

Use Dayworkbook's reporting features to create evidence packages:

For Admin+Billing Users - Billing Reports:

Navigate to Jobs section and select disputed project
Use "Bill" function to generate comprehensive billing report
Select date range covering disputed work period
Generated report includes:
- Complete cost calculations with resource breakdown
- All approved daywork sheets as attachments
- Professional formatting with timestamps and approvals
- Client representative approval records

For All Users - Sheet Documentation:

Access individual daywork sheets for disputed work
Use platform export features to download sheet records
Compile complete documentation into a Summary Report by multi-selecting sheets and clicking the “Compile” button, showing:
- Work scope and resource usage
- Client approval records
- Photo documentation with captions
- Dates of work completion

Understanding Platform Evidence Value

Dayworkbook's documentation provides several types of evidence:

Technical Evidence:

Automatic Timestamps: System-generated timing that cannot be manipulated
Audit Trails: Complete history of all platform actions
Digital Integrity: Platform records maintained in secure, unalterable format
User Attribution: Clear records of who performed each action

Work Evidence:

Approved Documentation: Client-approved work records showing agreed scope
Photo Documentation: Visual evidence with integrated timestamps and captions
Resource Records: Detailed documentation of labour, equipment, and materials used
Professional Presentation: Billing reports provide comprehensive work summaries

Client Approval Evidence:

Digital Signatures: Legally-valid electronic signatures captured through platform
Email Approval Records: Complete email trails showing client approval decisions
Representative Identification: Clear records of authorised client representatives
Approval Integration: Approved work automatically integrated into billing systems

🎯 Key Point: Platform-generated records provide comprehensive, tamper-proof documentation

Understanding Platform Results

After using Dayworkbook's documentation features for dispute support, you should have:

Comprehensive evidence package generated through platform export and reporting features
Unalterable audit trails showing complete work and approval history
Professional documentation suitable for dispute resolution processes
Integrated approval records demonstrating client authorisation of work
Timestamped visual evidence supporting work quality and scope claims
Organised record access through platform search and organisation tools

Your dispute documentation now leverages Dayworkbook's full audit and evidence capabilities.

Troubleshooting Platform Documentation Issues

Problem: Cannot locate specific daywork sheets for disputed work
Cause: Incorrect date filters or search parameters
Solution: Check job assignment of sheets. Use broader date ranges initially. Search by client name if project unclear. Contact support for advanced search assistance.

Problem: Exported platform documents missing information
Cause: Export settings or permission limitations
Solution: Verify export includes all sections (photos, approvals, resources). Ensure proper user permissions for billing reports. Re-export with complete settings selected.

Problem: Platform timestamps appear incorrect for dispute timeline
Cause: Timezone settings or sync delays
Solution: Verify account timezone settings in platform. Check for offline work that synced later. Contact support for timestamp clarification if needed.

Problem: Photo evidence not displaying properly in platform
Cause: Upload issues or file corruption
Solution: Check internet connection during original upload. Try viewing on different device or browser. Contact support if photos consistently fail to display.

Problem: Client approval records missing details
Cause: Incomplete client representative setup or approval process issues
Solution: Review Directory > Clients for complete representative information. Verify approval method was completed properly. Check if approval was done offline and needs sync.

What's Next?

With platform documentation capabilities mastered for dispute support, your next steps are:

Prevention focus - Use platform documentation quality to prevent future disputes
Team training - Ensure all team members understand platform documentation requirements
Client education - Help clients understand platform approval and documentation processes
Process optimisation - Use platform features proactively for comprehensive documentation

Professional Progress Documentation - Optimising platform photo and documentation features
Billing Reports - Using comprehensive platform reports for dispute evidence
Client Approval Process and Workflows - Understanding platform approval audit trails
Managing Client Relationships and Representatives - Directory setup for clear approval records

Still Need Help?

If this article didn't solve your issue:

Check Summary Reports - Compiling Sheet Quantities for enhanced documentation guidance
Review Client Approval Process and Workflows for prevention strategies
Contact support via website or in-app chat
Contact us via https://dayworkbook.com/contact/