How DefAct is put together
Three workplaces — the app, the service company cabinet and the customer portal — and one path a document takes from request to approval.
Three workplaces
| Who | Where they work | What they do |
|---|---|---|
| Mechanic, technician, diagnostician | The DefAct app on a phone (Android) or a computer (Windows) | Fills documents on site — with photos and signatures, even offline |
| Manager, dispatcher, controller | The service company cabinet on the site: defact.pro/account | Answers requests, assigns jobs, checks documents, keeps customers, the team and the subscription |
| Customer — the client's chief mechanic and colleagues | The customer portal on the site: defact.pro/client | Approves documents and estimates, leaves requests, follows the repair history of their equipment |
One account for all three: the same email and password work in the app and in the cabinet.
Documents
- Inspection act — the condition of the equipment by inspection stages plus a conclusion.
- Defect report — what is broken: defects with photos, severity and recommendation, conclusion. Inside it is the estimate: work in labour hours and parts; the customer approves the report together with the amount.
- Work order — what we do: operations, cost of work, materials, work periods.
- Completion act — what was done and handed over to the customer.
Every document has a number like DV-2026-000042: the document type letters, the year and a sequence number. The number is issued by the server and is company-wide — two phones offline will not get the same one. The same number appears in the PDF, in the cabinets and in the authenticity QR code.
The path of a document
- Request. The customer leaves a request in their portal, the service company answers with a preliminary price and date, the customer picks a contractor.
- Job. The dispatcher assigns a job to the mechanic — it arrives in the app, and the document for it opens already filled in.
- Document on site. The mechanic fills the document by sections, takes photos, collects signatures and builds the PDF. No connection needed for that.
- Sync. Once there is a connection, the document goes to the server, gets its number and becomes visible in the cabinets.
- Internal check — if enabled: a controller or admin reviews the document before the customer sees it.
- Approval. The customer sees the document with the estimate in their portal and presses Approve or Return for rework with a comment. A returned document is fixed by the mechanic and sent again.
You can work without some of the steps: without requests, without dispatch and without the customer portal — the PDF is then simply sent to the customer as a file.
Roles in the service company
| Role | What it can do |
|---|---|
| Owner | Everything an admin can, and can appoint admins. Goes to whoever created the company |
| Admin | Runs the team (controllers and technicians), sees and edits all documents, approves, exports statistics |
| Controller | Like an admin, but without managing the team |
| Technician | Fills documents; sees and exports only their own |
Customer roles are on the page Customer employees.