Looking for a way to send photos and information in a way that tells a story and communicates your work? Photo reports allow you to take your project photos and share them in a clean, easy, and professional way. Creating a photo report is super easy — all you need is CompanyCam and a computer or mobile device.
Whether you’re compiling data for client presentations, documenting progress, managing insurance claims, resolving damage disputes, or more, this guide will walk you through the process of selecting photos, choosing a layout, and customizing your report with useful annotations.
What is a Photo Report?
A Photo Report pulls together all the project details, notes, and photos you’re already capturing — and turns them into a clean, organized document you can send to anyone.
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Prove work was completed with clear, timestamped records
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Keep clients updated without endless emails and photo attachments
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Close out projects faster by showing progress and completion clearly
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Protect your work in case of disputes, claims, or compliance reviews
How to Build a Photo Report
Step 1: Open Your Project
Find the project you want to report on. All your photos, notes, and updates are already organized.
Step 2: Tap the Reports Tab
Inside the project, go to the Reports tab to start building your report.
Step 3: Select Your Photos
Choose the photos that show your work — before, during, or after the job.
Step 4: Add Notes and Summaries
You can write your own or use built-in tools to quickly generate clean, professional summaries based on your photos and project history.
Step 5: Customize with Templates
Apply a saved Page Template to keep branding, formatting, and project details consistent across reports. You can add your logo, contact information, and any custom fields you want to include.
Step 6: Preview, Download, and Share
Review your report, make any edits, then download it, create a shareable link, or send it directly to your client or team.
Check out our How to Build a Photo Report guide for more detailed, step-by-step instructions. It covers everything from setting up your project to customizing and sharing your finished report.
How to Share a Photo Report
Once your report is ready, you have a few easy ways to share it:
1. Download the Report
In your browser or the CompanyCam app, click View Report and then select Download PDF at the top of the screen. This will give you a clean, locked version that you can save, email, or attach to other documents.
2. Share the Report by Link
Choose Share Report to generate a live link. When you share a report by link, your client or teammate can view the report without being able to edit or change anything you’ve included.
Multiple Ways to Share Reports
Sharing your Photo Report the right way helps keep everyone aligned, avoids confusion, and speeds up approvals or project handoffs. Here are the best ways to share depending on the situation:
As a shareable link
Sending a shareable link lets clients or team members view the report immediately in their browser — no large email attachments, no downloading required. It’s perfect for quick progress updates or walkthrough follow-ups.
As a downloadable PDF
If you need a locked, formal copy of your report (for inspections, insurance claims, or legal records), downloading a PDF is the best option. It keeps your documentation secure and easy to file.
As attachments to emails or invoices
Photo Reports add visual proof to your communications. Whether you’re sending a project update, requesting payment, or completing a walkthrough, attaching the report shows exactly what was done and strengthens your documentation.
Sharing your work in a clear, organized way makes your team look professional and keeps projects moving without unnecessary back-and-forth.
How to Add Notes to Your Reports
Good notes make great reports. Adding quick, specific context to your photos helps everyone — clients, adjusters, teammates — understand exactly what they’re looking at without needing to ask follow-up questions.
When writing notes:
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Be short but specific. One or two sentences are usually enough. Focus on what’s important without over-explaining.
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Mention what’s in the photo. For example: “New HVAC installed on east wall” or “Framing complete in Unit 4.”
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Add the location if it matters. Especially for large projects or multi-unit jobs, specifying the area helps eliminate confusion later.
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Highlight any important changes. If a repair, correction, or material change happened, note it clearly. This creates a full history of project decisions.
Adding a few seconds of detail at the time of the report saves hours later if a client, partner, or insurer needs a full explanation.
Using Reports Across Your Teams
Creating consistent Photo Reports across your team starts with setting clear guidelines.
Use Page Templates to keep formatting the same, outline which types of photos should always be included, and apply simple branding rules like using your logo and company colors.
A standardized process makes reports easier to create and review, and more professional every time.
Taking Photos for Reports
Taking better photos makes your reports more professional. Some simple tips:
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Capture wide shots and close-ups for context
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Stay consistent with angles and framing
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Take photos in good lighting whenever possible
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Add quick notes while snapping if you notice important details
Good photo habits save time during report creation and help tell a complete story at the end of the project.
How Often to Create Photo Reports
Photo Reports aren’t just for the end of a project. They’re valuable at several key stages, like:
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After major milestones (foundation, framing, install)
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Weekly or biweekly client check-ins
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Before billing checkpoints or change order requests
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At final project walkthrough and handoff
Regular reporting builds trust, speeds up approvals, and leaves a strong, complete project record.
Build Reports with Less Effort
CompanyCam’s Photo Reports make organizing your work easy, communicating with clients, and creating a lasting record of every project.
Pulling directly from your site photos, notes, and updates lets you create a complete report in just a few minutes, without needing extra software or complicated processes.
If you’re already capturing project photos, you’re ready to start building reports showing the real value of your work.
