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PODFY
EU · only

New PODFY QR Reporting

Give every machine its own
report button.

PODFY QR Reporting puts a QR code on each machine, charger, locker or vehicle you look after. Whoever spots a problem scans it, picks what is wrong and sends it in seconds. Your team receives a complete report with the asset already identified, by e-mail or straight into your ticket system.

Plan a 15-minute demo →See how it works
  • No app, no account
  • Your logo and categories
  • E-mail and webhook
  • Stored in the EU
Example of a QR reporting form
  • 0Apps to install
  • 1Scan per report
  • 12Languages
  • EUData storage

Before and after

From a faded phone number to a complete report

Today

  • A phone number on a faded sticker that nobody calls
  • E-mails about "the machine" without an asset number
  • Your team calls back to ask where and what
  • No overview of which machines keep failing

With PODFY QR Reporting

  • One scan opens a short form, no app or account
  • Asset, location and time are filled in automatically
  • Category, note and photo arrive in one structured report
  • A history per asset shows where problems repeat

How it works

Scan. Report. Notify.

Scan the QR code

Every asset has its own code and sticker. Any phone camera opens the form, already showing the asset and where it is.

Say what is wrong

Pick a category, add a short note or a photo, and send. It takes seconds.

The right team hears about it

The report goes to the people you choose, or straight into your ticketing system, and is kept with the asset's history.

What your team receives

A report you can act on straight away

Every report arrives as a structured message: the asset, its location, what is wrong, the note and the photo. Send it to a shared mailbox, to the right people per site, or as a webhook into your ticket or maintenance system.

  • Routed per location, asset group or category
  • Webhook and open API for your ticket system
  • Status from new to resolved, with feedback to the reporter
  • Every report stored per asset, with reports per period
New reportCOFFEE-0042
Asset
COFFEE-0042
Location
Building B, 2nd floor pantry
Category
Leak
Note
Water under the machine since this morning
Photo
1 photo attached
Received
Today, 09:24
Sent to
facilities@ and webhook
Delivered
Webhook payload (example)
{
  "event": "report.created",
  "asset": "COFFEE-0042",
  "location": "Building B, 2nd floor pantry",
  "category": "Leak",
  "note": "Water under the machine since this morning",
  "photos": 1,
  "received_at": "2026-10-30T09:24:00+01:00",
  "url": "https://portal.podfy.net/report/7f3c9a"
}

Who it is for

For teams that look after equipment they do not stand next to

Service and maintenance providers

Complete reports from every customer site, so the first visit fixes the problem.

Facility managers

One clear report instead of five e-mails, and a view of how often each machine fails.

Operators of machine networks

Chargers, lockers, vending machines or containers: every report per asset, across all locations.

Use cases

Wherever equipment is used by people who do not own it

EV charging

EV chargers

Drivers report a charger that will not start, a damaged connector or a payment problem, per connector.

See how →

Logistics

Parcel lockers

Recipients report a door that will not open, a damaged compartment or a missing parcel, per locker.

See how →

Fleet & logistics

Trailers and containers

Drivers and yard staff report damage, lights or reefer problems on trailers and containers at hand-over.

See how →

Vending

Vending machines

Customers report a stuck product, an empty slot or a payment issue at the machine itself.

See how →

Office & hospitality

Coffee machines

Employees report no water, no beans or a leak, and the service team knows exactly which machine.

See how →

Office equipment

Printers and copiers

Employees report jams, toner and error codes with a photo of the display, per device.

See how →

Facility services

Restrooms and cleaning

Visitors report a blocked toilet, no paper or a leak, so cleaning happens where it is needed.

See how →

Gyms & sports

Fitness equipment

Members report a broken treadmill, a frayed cable or a dead console, per machine.

See how →

Municipal & public space

Waste containers

Residents report a full or damaged container, or dumping next to it, per location.

See how →

Field assets

Remote equipment

Staff and contractors record damage or a fault on equipment spread over many sites.

See how →

Getting started

Your asset list in, stickers out

  1. Download the template and fill in your asset numbers, names and locations, or export them from your own system.
  2. Upload it to PODFY. Every asset number becomes the reference behind its own QR code.
  3. Print the stickers. One per asset, with your logo and your own text, such as "Scan to report an issue".
  4. Stick and go. Reports arrive with the asset already identified.

One platform

The same functions as PODFY proof of delivery

QR Reporting and proof of delivery share one platform. Everything that works for delivery documents works for reports, described for your equipment.

QR code and sticker per asset

Print-ready stickers with your logo and your own call to action.

Asset register from a template

Upload asset numbers, names and locations; move or retire assets yourself.

Your own categories and fields

Issue types, priorities and extra fields such as a refund amount, in every language.

Photo: required, optional or off

Set per form, the same way as for delivery documents.

Routing rules

Different recipients per location, asset group or category.

Status from new to resolved

New, in progress, resolved or rejected, with priorities and duplicate reports grouped.

Dashboard and reports

Reports per asset, location and period; see which machines keep failing.

Feedback to the reporter

An automatic confirmation, and a message when the issue is resolved.

Webhook to your systems

Every report to your ticketing, maintenance or work-order tool.

Open API

Fetch reports and update their status from your own systems.

Export everything

CSV export at any time, and a full export including photos.

Your branding, 12 languages, EU storage

Your logo on the form, the reporter's language, data stored in the EU.

Service and continuity

What you can count on

99.5% uptime

Measured per month, with incidents communicated proactively.

Support that answers

A reply within one business day; critical incidents within 4 business hours.

Daily backups

Backups every day, stored in the EU.

Encrypted

Encryption in transit and at rest.

Your data stays yours

Export everything at any time, including photos and documents.

No lock-in

Cancel monthly. QR codes stay linked to your own IDs and keep working through a redirect after you leave.

GDPR by default

A data processing agreement, retention per plan and deletion on request.

Breach notification

We inform you without delay, in line with the GDPR.

FAQ

Questions about QR Reporting

Do the people reporting need an app or an account?

No. They scan the QR code with their phone camera and the form opens in the browser. No app, no login, no account.

Is a photo required?

You decide. Per QR form you choose whether a photo is required, optional or switched off.

How do we add our machines or assets?

Download the asset template, fill in your asset numbers, names and locations, and upload it. Every asset number becomes the reference on its own QR code.

Do we get stickers for the machines?

Yes. PODFY generates a QR code and a printable sticker per asset, with your logo and your own text, for example "Scan to report an issue".

Can reports go straight into our ticketing or maintenance system?

Yes. Reports are e-mailed to the people you choose, routed per location or category, and sent by webhook to your ticketing, maintenance or work-order system. With the open API you fetch reports and update their status from your own tools.

What does QR Reporting cost?

You pay a fixed amount per active asset per month. No fees per report, per user or per QR code, and retired assets are free. Ask for a proposal for your fleet size.

Where is report data stored?

Reports and photos are stored in the EU on the same platform as PODFY's delivery records. E-mail delivery uses the subprocessors listed on the Trust page.

What happens to our QR codes and data if we stop?

They stay yours. QR codes are linked to your own asset numbers, and you can export all reports, photos and QR destinations at any time. When you leave, we redirect your QR codes to an address of your choice for 12 months.

Not an emergency channel. A QR report is for faults and observations. Fire, electrical hazards and injuries go through your local emergency procedures first.

Plan a demo

See it with your own equipment

Tell us what you look after. We show QR Reporting in 15 minutes with your asset types, categories and sticker text.

What happens next

  1. We reply within one business dayYou get a confirmation straight away and a personal reply to agree a time.
  2. 15 minutes on a video callWe walk through a scan, a report and the portal, set up with your own example.
  3. Start smallBegin with one site or a handful of machines and grow from there.

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