PODFY QR Reporting New
Turn any machine into an
instant reporting point.
Let customers, employees and technicians report a problem in seconds. They scan a QR code, choose what is wrong and add a photo. PODFY knows which asset it is and sends the report to your team by e-mail or straight into your ticketing system.
Problems get noticed. They rarely get reported well.
The person standing in front of a broken machine is usually not the person who can fix it. They have to find a phone number on a faded sticker, explain which machine they mean and describe the problem from memory. Most give up. The rest send an e-mail without a machine number.
PODFY QR Reporting puts a QR code on every asset. Scanning it opens a short form that already knows the asset and its location. The reporter only says what is wrong. Your team receives a structured report it can act on, and every report stays in a history per asset.
It runs on the platform that already handles proof of delivery for logistics teams, with exactly the same functions: no app, your own branding, notifications, webhooks, EU storage and a searchable portal.
- No app and no account for the person reporting
- Every asset identified by its own QR code
- Issue categories that match your equipment
- Photo required, optional or off: your choice
- Reports by e-mail and by webhook
- Timestamped history per asset
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.
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
- Download the template and fill in your asset numbers, names and locations, or export them from your own system.
- Upload it to PODFY. Every asset number becomes the reference behind its own QR code.
- Print the stickers. One per asset, with your logo and your own text, such as "Scan to report an issue".
- 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.
Fits your process
Reports where your team already works
What PODFY QR Reporting does
- Gives every asset a QR code, a sticker and a form in your branding
- Captures the category, note, photo and time of every report
- Routes each report to the right people and to your systems by webhook and API
- Tracks every report from new to resolved, with priorities and duplicates grouped
- Shows history and reports per asset, location and period
What stays with your own tools
- Planning the repair and sending a technician
- Paying out refunds
- Automatic monitoring of the machine itself
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.
Can the same QR code be used again?
Yes. The code stays on the asset and every scan starts a new, separate report, so it works for the next problem too.
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".
Does PODFY use the phone's location?
It does not need to. The asset and its location are known from the QR code, so a report works without location permission.
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.
Try it on your
own equipment.
A 15-minute demo with your asset types, categories and sticker text.