Hoodoo - Vehicle Inspection Platform with QA Review and Condition Reports
Inspection Platform for an Alberta Mobile Inspection Company
Designed and built a clickable operations and QA console for a Calgary company with about 70 mobile inspectors: a dispatch board that checks skills, certifications and job caps, a QA queue timed against a 4 business hour target, and a review workspace that turns an inspection into a graded condition report with repair estimates.
Most of our work is under NDA. Per agreement, we can share the work but not the company details - all names and identifying information shown here have been changed.
Impact
Dashboard, dispatch board, QA queue, review workspace with 6 evidence tabs, and job detail with 6 tabs from order to billing.
Missing skill, expired certification, over the 8-job daily cap, slot overlap including drive time, and outside the inspector's region. Auto-assign only suggests; a person confirms.
Each inspection in the queue shows its business hours left, amber at 3 and red when breached. Approve report stays locked until consistency flags are resolved and required photos are present.
12 inspectors in 4 regions, 30 vehicles from petrol to battery electric, 6 B2B clients, 7 inspections in QA and 24 required photo angles per inspection.
The Problem
Wolfwillow's inspectors filled in a PDF form on a tablet, took photos with the phone camera and uploaded them to a shared drive at the end of the day. Photos went missing or were attached to the wrong car, rural jobs with no signal were re-keyed in the evening, reviewers pieced each report together by hand, reports took two to three days, and leasing clients disputed damage charges when a required angle was missing.
Our Solution
Hoodoo covers the whole job: an order arrives from a consumer, a B2B client or the API, dispatch assigns it to a qualified inspector, the inspector works a guided checklist of 150+ points on the phone, offline if needed, and a reviewer checks the evidence, sets the final condition grade and approves a web and PDF report the customer can share.
The Challenge: Inspections That Hold Up
Wolfwillow does pre-purchase inspections for private buyers, lease-return inspections for leasing companies and damage inspections for rental, car-share and corporate fleets, with about 70 inspectors spread from Calgary to Edmonton. Each report has to be complete, consistent and honest about what it is.
Evidence Gathered in Driveways
Inspections happen at a seller's home, a used-car lot or a fleet yard, often with no hoist and sometimes with no signal. Every required photo, measurement and OBD-II scan has to be captured on the spot, or marked not inspected with a reason.
Reports Clients Can Dispute
Leasing clients charge lessees for damage under their own wear standard, so a missing angle or an odometer that does not match its photo turns into a dispute. Reviewers need to catch those gaps before a report goes out, not after.
A Report That Is Not a Certificate
A Hoodoo report is a private condition report, not an Alberta out-of-province inspection, a CVIP inspection or any province's safety certificate, and not a warranty. Every report has to say so, and repair figures must read as estimates.
Privacy Across Provinces
Alberta PIPA generally governs Wolfwillow's personal information, while PIPEDA can apply to reports for leasing clients in other provinces. Photos can capture faces, plates and documents, so faces are blurred before sharing and each B2B client chooses whether plates are shown.
Our Approach: From Inspection Rules to a Clickable Console
Spec and Rules Research
Mapped 10 roles, from inspector and QA reviewer to B2B client users and the vehicle custodian, and 47 screens across the inspector app, reviewer console, operations console and customer portal. Defined the data model for jobs, versioned checklist templates, inspections, photos, damage items, readings, QA reviews and report versions, and wrote down the rules the design follows: PIPA and PIPEDA, the Consumer Protection Act, CASL, GST and HST, and the VIN and OBD-II standards.
Clickable Demo on a Production UI Kit
Built 5 key operations and reviewer screens on a production job tracking kit: the dashboard with KPIs, today's jobs by status, an inspector map and a needs-attention list, the dispatch board with drag-and-drop and Auto-assign, the QA queue with SLA timers, the review workspace with consistency flags, evidence tabs and the report draft, and job detail. Assignments, pick-ups and approvals run on local state.
What a Production Build Adds
The offline-first inspector app and the customer portal, with sync through PowerSync or Couchbase Lite. VIN decode from NHTSA vPIC, Transport Canada recalls, OBD-II Bluetooth dongles, repair labour data from MOTOR or Mitchell 1, photo and report storage in a Canadian AWS region, face blurring with a human check, Stripe or Moneris payments, QuickBooks Online, and an append-only audit log.
Why It Works: Checks Before the Report Ships
Dispatch Warns Before It Assigns
Dropping a job on an inspector checks skills such as EV or light truck, certification status, the daily job cap, slot overlap with drive time and region. Inspectors with an expiring or expired certification are marked on the board.
Flags Raised Automatically
The review workspace lists consistency flags such as an odometer that does not match its photo, tread below the red band on a tyre marked OK, photos taken far from the job address and low-confidence face blurs. Each one must be resolved before approval.
Grades and Estimates With Reasons
The reviewer sees the inspector's suggested grade on Wolfwillow's 1.0 to 5.0 scale and must give a reason to move it by 1.0 or more. Repair estimates show a low to high range in CAD with their labour basis, labelled Estimate only.
Honest About What Was Not Checked
Items not inspected appear in the report's limits section with the reason, such as no hoist at the seller's driveway, next to the fixed disclaimer that the report is not a provincial safety certificate or a warranty.
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Enterprise Software Engineering - Human + AI
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Global Headquarters
21 Merchant Road, 3rd Floor, Singapore 058267
Main corporate office and leadership operations
North America Office
548 Market Street, PMB 12345, San Francisco, CA 94104
Client operations and business development
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402 Shivalik Shilp II, SG Highway, Ahmedabad 380015
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Enterprise Software Engineering - Human + AI
Contact Us
Locations
Global Headquarters
21 Merchant Road, 3rd Floor, Singapore 058267
Main corporate office and leadership operations
North America Office
548 Market Street, PMB 12345, San Francisco, CA 94104
Client operations and business development
India Office
402 Shivalik Shilp II, SG Highway, Ahmedabad 380015
Engineering and delivery center
© 2026 - Copyright. All Rights reserved Oceanlab