Use consultation checklists on an offer

The offer's consultation checklist is your team's prep list for everything the customer needs to provide or confirm before installation can proceed. It's an internal planning artifact: it renders on the offer's Summary PDF, the working document you and your team use to plan the project. It carries downstream onto the installation workbook once the offer transitions. Used well, it removes a class of mid-install surprises ("we need a photo of the panel"; "where's the proof of ownership?") by surfacing them upfront.

This applies to residential offers.

Before you start

• Decide which checklist you're working with:
  • Offer-side checklist. Renders on the offer's internal Summary PDF, edited from the offer. This is what this guide covers.
  • Installation-side checklist. Auto-created when the offer transitions to installation, based on the signed variant's components. Edited on the installation workbook, not the offer.
• The two checklists are independent. Editing one doesn't change the other.
• A checklist exists per offer. If you copy or fork an offer, re-add the items on the new variant if you want them.

Per-project checklist on an offer

The offer's checklist is built per-project. You add items relevant to this customer's install. The list is free-text, so you write what fits this customer, in your own market and language. The examples below are illustrative, not a fixed set: the exact documents, permits, and regulatory terms differ by country, so adapt them to what your region and your team actually require.

Common per-project items (adapt to your market):

• Site access. Confirm the installer has access on the install date (gate code, key handoff, dog in yard).
• Electrical-panel photos. Clear photo of the existing main panel, sub-panels, and meter location.
• Ownership documents. Proof the customer owns the property (deed or your country's equivalent, e.g. a land-registry extract), or landlord consent if rented.
• Signed permits. The planning or building permission your jurisdiction requires for visible installs; any co-ownership or HOA sign-off for shared-roof installs.
• Roof condition photos. Close-ups of any visible damage, tile type, mounting concerns.
• Existing electricity meter info. Meter number, supplier, contract status.
• Customer-specific asks. Anything the customer agreed to provide in the consultation call.

Add or edit checklist items

1. Open the offer in the Portal.
2. Go to Summary PDF > Checklist (the checklist page sits inside the Summary PDF section of the offer, not on the Finalize > Preview page-settings modal — if you're hunting for it on Finalize, you're in the wrong place).
3. Edit existing items:
   • Change an item's label (the text shown on the Summary PDF).
   • Toggle the item's required marker where your workspace offers it.
   • Reorder items via drag-and-drop where your workspace offers it.
4. Add a new item:
   • Click Add checklist item.
   • Enter the label.
   • Save.
5. Remove an item:
   • Click the delete icon on the row.
   • Confirm.

The Summary PDF re-renders with your edits. The next time you generate or open the Summary PDF, your updated checklist is there for your team's planning.

Pro tip: Be specific in item labels. "Photo of electrical panel" beats "Photos". "Signed HOA consent for roof install" beats "Permits". Clear, concrete items make the Summary PDF a more useful prep document and reduce mid-install back-and-forth.

If editing is unavailable, it's usually one of a few reasons:

• The offer is signed. The signature snapshot is frozen and won't pick up checklist edits. You can still edit the current offer view, but the signed offer stays frozen. Treat post-signature edits as internal notes, not contract changes.
• Your role is below Editor. Viewers can read checklists but not modify them. Ask an admin to promote you in Settings > Company settings > Users & Teams > Users.
• The offer has transitioned to installation. Once converted to an installation, the offer-side checklist becomes read-only and edits move to the installation workbook.
• Your workspace restricts checklist edits to admins. Some workspaces limit label and item edits to admins to keep checklists consistent across the team. Ask your admin.

Where the checklist appears

The offer's checklist renders on the offer's Summary PDF, your internal working and planning document. It aggregates the component list, circuit plan, notes, images, and the consultation checklist on its own page, so your team has everything in one place during prep.

The Summary PDF is separate from the customer-facing offer PDF, which carries its own page set (Components Overview, Economics, Financing, and so on). The checklist is an internal prep surface for your team. If you need the customer to actually provide documents or photos, ask them directly, through the customer-portal upload flow, or with a file request.

Sign off on completed items

The offer-side checklist is a static prep list on the internal Summary PDF, not a tracker. Track completion of these items externally (in your CRM, project-management tool, or a shared spreadsheet) until the install-side checklist takes over.

The install-side checklist (which auto-creates from the signed variant's components) is where sign-off happens, on the installation workbook. That's where your install team marks items done. The offer-side checklist is the internal consultation prep list; the install-side checklist is the in-the-field tracker.

Checklist on the installation handoff

When the offer transitions to installation (offer signed, install kicked off), an installation-side checklist is created automatically, based on the signed variant's components. A signed PV + battery offer might create:

• Confirm PV mounting locations on roof.
• Confirm battery installation location indoors.
• Confirm inverter mounting.

These component-derived items are generated when your team first opens the installation workbook against the chosen variant, so expect them then rather than the instant you select the install variant.

This installation-side checklist is separate from the offer-side one. The offer-side checklist captures what the customer needs to provide; the installation-side checklist captures what the install team needs to confirm on-site. Anything on the offer-side checklist that's relevant to install (panel photos, ownership docs) is something you'll collect from the customer separately, directly or via the customer-portal upload flow, before the install team arrives. The install team reads both internal surfaces during prep.

Note: Component-derived items appear on the installation-side checklist, not the offer-side one. If you plan a heat pump on the offer, add "confirm heat-pump location" to the offer-side checklist yourself. The installation-side checklist auto-adds the equivalent items when the offer transitions.

Turn a questionnaire (PDF, image, CSV) into a checklist with AI

If you already have a questionnaire as a document (a manufacturer install manual, a safety procedure, a paper customer-intake form scanned to PDF), retyping isn't required. The AI Checklist Import tool ingests the source file, reads it, and generates a structured checklist with segments and items based on the document's content.

AI Checklist Import builds reusable checklist templates at the admin level, which your team can then apply to projects. A template attaches to a parent type: for residential, a Request, Offer, or Installation; for commercial, a Request, Offer, Project, or Installation (residential has no separate Project parent type). It's the right tool when the question is "can I take the formatting of my existing questionnaire and turn it into a Reonic checklist?"

What's preserved, what's not

The AI favours fidelity over brevity. It keeps exact terminology, measurements, and model numbers from the source rather than summarising. It also matches the source's language (a German source produces a German checklist). For a shorter checklist, ask for it explicitly and iterate, since the default leans long.

The output is built from the checklist item types available in the editor: checkbox, radio button, title, description, free-text field, image-upload slot, signature, planned layout, datasheets, and component list. A free-form questionnaire is converted into the closest equivalent of these. The document's visual layout (page breaks, columns, table grids, fonts, logos) is reworked into structured items rather than reproduced as an exact visual copy. If your goal is "the customer sees a PDF that looks identical to my original questionnaire," attach the original PDF to the offer instead.

How to run an import

1. Open the checklist configuration editor for the parent type the template will attach to (an offer template, a request template, an installation template).
2. Click Add with AI (the sparkles icon: a splash CTA on empty templates, a floating sidebar button when items already exist).
3. In the fullscreen builder, drop your source file(s) (PDF, CSV, or image) into the file-drop zone. Multi-file upload works.
4. Type an optional prompt to steer the output. Specific prompts give specific results: "Extract the safety checks for heat-pump commissioning, German labels, one segment per chapter." Use Shift+Enter for a newline; Enter submits.
5. Submit. The AI streams the generated checklist into the preview pane live, so you'll see segments and items appear progressively.
6. Accept and import when the preview looks right, or refine with a follow-up prompt ("split the safety segment into pre-install and post-install"). The conversation keeps its full history, so each follow-up refines the prior output, and it stays available for a while so you can iterate across multiple sessions.
7. After accepting, click Save in the underlying editor. The imported block isn't persisted until you do this. Closing the tab beforehand loses the import.

Note: Accepting an import only puts the block into the editor's form state. Click the editor's Save button as soon as you're happy with it, or the block is lost if you navigate away.

Pro tip: It's rare to nail a complex checklist on turn one. Add a section, replace a segment, reorder items, or re-render in another language with follow-up prompts. You can go back to an earlier turn if a later one was worse, but going back permanently deletes the later turns (there's no redo), so note anything you want to keep first.

Pro tip: AI Checklist Import is available to admins. If you don't see Add with AI in your editor, contact your Reonic account manager.

Note: AI Checklist Import populates templates, not individual offer checklists. After generating the template, you (or your team) apply it to a specific offer via the normal checklist UI on the offer. The per-offer items in the Add or edit checklist items section above are independent of any AI-generated template.

Multi-language checklists

The checklist labels are free-text. If your workspace operates across languages (for example DE, EN, FR, IT, ES, or PT), write each label in whatever language you choose. If you serve a multi-language customer base, write the checklist in the customer's preferred language for that offer.

Each offer has one set of labels. To display a different checklist for a different customer, write a fresh checklist on each offer.

Things to know

• Each offer starts from your workspace's consulting-phase template. If no template is configured, the checklist starts blank and you add items per project. If you find yourself adding the same items every time, an admin can set up a reusable consulting checklist template under Settings > Checklists > Consulting (with a Residential / Commercial split; it needs the offers permission for that business line). New offers then start from that template instead of blank. You can also use AI Checklist Import to author a reusable template your team applies to projects.
• Add items one at a time. Keep a standard list as a snippet outside Reonic and paste items in one by one, or have an admin build a consulting template so the standard items appear automatically.
• Checklist edits stay internal. Unlike pricing or status changes, checklist edits don't sync out to your connected CRM or automation integrations, and they don't surface as a distinct entry in the activities feed. They do update the offer's "last edited" time, which is handy for sorting by most-recently-touched.
• Snapshotted at signature. The checklist state is frozen in the signature snapshot at the moment of signing, alongside the rest of the offer. Edits afterwards don't change the snapshot.
• The `required` marker is informational. Where your workspace offers it, marking an item required is a communication tool for your team, not an automatic block on install.
• Reorder support varies by workspace. Where drag-and-drop reordering isn't available in your workspace, items appear in creation order. Plan accordingly.

Need help?

• Step-by-step questions about this flow. Contact your Reonic account manager.
• Feature requests / something missing. Drop a note to your account manager.
• Bug reports. Include a screenshot and the URL where it happened in your support email.

Last updated on August 4, 2026