Topic
Proof of service: stop paying vendor invoices without proof of work
Proof of service is a record, captured during the visit, that shows a vendor's technician was on site, for how long and what work they did. When every visit carries verified arrival, time on site, a description of the work and photos, approving an invoice becomes a comparison against facts instead of a judgment call. spryggAIVR captures that record from the technician's phone calls and syncs it to the work order.
By the Sprygg team
Last updated
Why do facility teams pay first and dispute later?
Most vendor invoices are paid on trust, because checking them properly isn't practical:
- The invoice arrives after the visit. By then nobody at the site remembers when the technician came or how long they stayed.
- The only record is the vendor's. Hours, parts and work performed are whatever the invoice says.
- The volume is too high. Across many sites and vendors, chasing proof for each invoice takes more time than the disputes recover.
- Disputes without evidence strain relationships. Questioning a good vendor's invoice on a hunch costs goodwill you need on the next urgent call.
What proof should a vendor invoice come with?
| Proof | What it shows | How spryggAIVR captures it |
|---|---|---|
| Verified arrival | The technician was at this site, at this time | A call to one number, plus a texted link that checks the phone's location against the site address |
| Time on site | How long they were there, to compare with billed labor | Calculated from the check-in and check-out calls |
| Work performed | What was actually done | The technician describes the work by voice at check-out, and it becomes a completion report |
| Parts and materials | What was used, to compare with billed parts | Captured in the completion report when the technician names them |
| Photos | The condition of the finished work | Texted by the technician during or after the job, or uploaded from a link |
| Follow-up needed | Whether the job is really finished | Captured in the completion report |
How do verified visit records change invoice approval?
- Match the invoice to its work order. Each visit's record is already on the work order in your CMMS, spreadsheet or inbox.
- Compare billed labor with verified time on site. A three-hour charge for a 40-minute visit stands out immediately.
- Check the location result. Each visit shows as verified on site, flagged off site or unverified, so you know which ones need a closer look.
- Review the work and photos. Compare the completion report and photos with the work and parts on the invoice.
- Approve, or ask about specific lines. Questions point to the record, not a hunch, which keeps the conversation with the vendor factual.
What can verified visit data tell you beyond a single invoice?
One verified record settles one invoice. Because every visit is recorded the same way, the records together answer the questions that drive vendor spend across a portfolio:
| Question | Compare | What you can do with the answer |
|---|---|---|
| Which vendors bill for more time than they spend on site? | Billed hours with verified time on site, by vendor | Target invoice reviews where the gap is, instead of spot-checking at random |
| Which vendors arrive on time? | Verified arrival times with work order due times | Enforce SLA terms and bring facts to contract renewals |
| Which jobs keep coming back? | Follow-ups flagged in completion reports, by site and asset | Spot repeat failures that point to a repair-or-replace decision |
| Which visits need a second look? | Visits flagged off site or unverified, by vendor | Focus questions on the few visits that failed the check |
| Who is actually doing the work? | Technicians and companies recorded on each visit | See where subcontractors are used and whether that's allowed |
What if a vendor disagrees with the record?
Treat the record as the start of the conversation. It shows exactly what was captured, including visits that couldn't be verified and why (for example, location access declined). An unverified visit isn't proof the technician wasn't there; it's a reason to ask. A shared record also backs up the vendors who did the work, and helps their invoices get approved without back-and-forth.
Who needs proof of service?
Multi-site operators use it to approve vendor invoices across many locations without calling each site. Facilities maintenance companies use it to show each client verified proof of the work they billed. For how the visit record itself is verified, see vendor check-in verification.
Frequently asked questions
What counts as proof of service?
A record captured during the visit, not afterwards: who the technician was, a verified location and arrival time, time on site, the work performed, parts used and photos of the finished work.
How do I stop paying vendor invoices with no proof of work?
Require a verified visit record for every work order before the invoice is approved. With spryggAIVR the record is created from the technician's check-in and check-out calls and lands on the work order, so there's nothing extra for your team or the vendor to file.
Can we dispute an invoice if the technician's location wasn't verified?
An unverified visit is a reason to ask, not proof the work didn't happen. The record shows why it wasn't verified, such as declined location access, so you can ask the vendor for confirmation before approving.
Does proof of service replace our invoicing or CMMS?
No. The record syncs to the work order in the system you already use, and you approve invoices where you do today.
Try spryggAIVR on your own work orders
Every plan starts with a 30-day free trial. No credit card required.