Forms and Certificates

Replace paper forms and manually prepared certificates with digital versions your team can complete, sign, and submit from any device. Aeflow Forms and Certificates gives your business a flexible system for capturing structured information in the field, meeting compliance obligations, and delivering professional documentation to clients, all without printing a single page.

Why Digital Forms and Certificates Matter

Paper-based forms create problems that are easy to overlook until they become serious. Forms get lost, damaged, or filled in incorrectly. Certificates are hard to find when a client or regulator asks for them. Chasing signatures delays jobs. Manual filing takes time that your team does not have. Aeflow replaces this with a digital system that is faster to complete, easier to manage, and always accessible when you need it.

Key Benefits

• No more lost paperwork - Every completed form and certificate is stored digitally and linked to the relevant job, site, or client record.
• Faster field completion - Staff complete forms on their phones or tablets rather than filling out paper forms and returning them to the office.
• Professional client-facing certificates - Generate branded, compliant certificates to present to clients at the completion of a job.
• Audit-ready records - All completed forms are timestamped, signed, and stored so you are always ready for a compliance audit or inspection.
• Customisable to your business - Build forms that match your specific workflows, trade requirements, and compliance obligations.

Forms and Certificates Features

Custom Form Builder

Build forms that match exactly what your business needs to capture. Add text fields, checkboxes, dropdown lists, date pickers, photo upload fields, signature fields, and more. Arrange fields in a logical order that guides your team through the form step by step. Once built, forms are available to your team on any device and can be updated at any time without printing new versions.

Certificate Templates

Create templates for the certificates your business issues to clients on completion of work. Add your business branding, include the relevant fields for compliance information, and define the layout so every certificate looks professional and consistent. Certificates can be generated automatically from job data already in Aeflow, reducing the time it takes to prepare them after a job is done.

Digital Signatures

Capture digital signatures directly on forms and certificates from any touchscreen device. Workers, supervisors, and clients can sign on-site using a finger or a stylus. Every signature is recorded with a timestamp and stored against the completed form, giving you a clear record of who signed what and when.

Photo and Attachment Fields

Include photo fields in your forms so workers can capture images as part of the form submission. This is useful for recording site conditions, documenting completed work, photographing equipment readings, and capturing any other visual evidence that needs to be tied to the form record.

Conditional Logic

Build smarter forms using conditional logic. Show or hide fields based on earlier answers in the form, so your team sees only questions relevant to their specific situation. This keeps forms focused and reduces the time it takes to complete them without removing the detail you need when it matters.

Pre-Filled Form Data

Forms can be pre-populated with data already in Aeflow, such as the job address, client name, worker details, and site information. This reduces the amount of manual data entry required in the field and ensures information is consistent across all of your records.

Form Assignment and Scheduling

Assign specific forms to jobs, tasks, or team members so the right forms are presented to the right people at the right time. Require forms to be completed before a job can be marked as finished to ensure compliance steps are never skipped, regardless of how busy the site is.

Digital Safety Certificates

Generate digital safety certificates for work types that require formal certification on completion, such as electrical compliance certificates, gas compliance certificates, and other regulated trade certificates. Completed certificates are stored in Aeflow and can be emailed directly to the client or relevant authority from the platform.

Form Submissions and Approval Workflow

Submitted forms can be routed to a supervisor or office manager for review and approval before being finalised. Set up approval workflows for forms that require a second sign-off, such as safety inspection checklists, variation approvals, or high-risk work permits. Approvers are notified automatically when a form is ready for their review.

Searchable Form Records

Every completed form is stored against the relevant job, site, client, or project record in Aeflow. Search and retrieve any form instantly using filters for job, date, form type, worker, or client. There is no need to search through filing cabinets or shared drives to find a specific record.

Types of Forms and Certificates You Can Build in Aeflow

How Forms and Certificates Connect to Aeflow

Forms and Certificates are integrated across the Aeflow platform. Completed forms are linked automatically to the records they relate to, and form data can trigger actions in other parts of the system.

Who Uses Forms and Certificates?

Aeflow Forms and Certificates is used by businesses that need to capture structured information in the field, meet trade or safety compliance requirements, or issue formal documentation to clients. Typical users include:

• Electricians and electrical contractors issuing compliance certificates
• Plumbers and gas fitters issuing compliance and safety certificates
• Construction businesses managing site safety documentation
• Facilities management companies running scheduled maintenance programs
• Field service businesses that need consistent inspection and service reports
• Safety officers managing inductions, hazard records, and incident reports

Frequently Asked Questions

Can I build my own forms, or do I have to use templates?

You can do both. Aeflow includes a form builder that lets you create forms from scratch to match your specific requirements. You can also start from a template and customise it to suit your workflow. Once built, forms are available to your team immediately on any device.

Can clients receive completed certificates by email?

Yes. Completed certificates can be emailed directly to the client from Aeflow as soon as they are finalised. Certificates are sent as professional PDF documents and a copy is retained in the job record within Aeflow for your own records.

Are forms available to use offline?

Yes. Forms can be completed in the field without an internet connection. Submissions are stored on the device and sync to Aeflow automatically once a connection is restored, so work in remote or low-signal areas is never held up by connectivity issues.

Can I require forms to be completed before a job is closed?

Yes. You can configure Aeflow to require specific forms to be completed and submitted before a job can be marked as finished. This ensures compliance steps are always followed and that required documentation is captured for every job without relying on your team to remember.

How are completed forms stored and accessed?

Every completed form is stored against the relevant job, site, or client record in Aeflow. You can search, filter, and retrieve any form instantly from the platform. Forms are never lost, misfiled, or inaccessible because they exist only in digital form within your Aeflow account.

Capture Every Detail, Meet Every Obligation

Aeflow Forms and Certificates give your business a reliable, professional, and fully digital way to capture field data, meet compliance requirements, and deliver documentation to clients. Book a demo to see how Aeflow can replace your paper forms and manual certificates with a smarter, faster system.