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UpKeep
UpKeep integrationFacilities and commercial real estateMaintenance management system

AI photo review for UpKeep work orders

Every image your technicians attach to an UpKeep work order gets read, not just filed, and comes back as a finding against the asset and location it belongs to.

What a closed UpKeep work order holds

Overview

An UpKeep work order is a record of work claimed, and its photos are the only part that shows work done. A technician takes the picture in the app, draws on it to point at the problem, attaches it to the work order or to one task inside it, and moves the status to Complete. From that moment the image sits on a closed record that a supervisor opens only when something goes wrong later. RapidEye reads those images as they arrive, along with the asset, the location, the date and who did the work, and returns a finding per issue with the image that shows it.

Every closed work orderNot the ten a supervisor has time to spot check. All of them, on every site in the account.
Condition per asset, over timeThe same asset photographed on every PM visit becomes a series, and the visit where it changed is the one you hear about.
UpKeep stays the recordNo status, task, PM trigger or asset in UpKeep is touched. RapidEye reads and reports.

How it works with UpKeep

UpKeep already decides where an image belongs: on the work order, on a task, on a file record against a location or an asset. The checks follow those same places, so a finding arrives with the context UpKeep gave it.

  • Images on the work order. The picture a technician snapped on arrival and the one they took at the end. RapidEye reads both, says what is different between them, and flags the case where the second one does not show the repair the first one asked for.
  • Images on a task. UpKeep lets any user working on a work order attach a photo, note or file to an individual task on the checklist. That is where a step is proven or quietly skipped, so a finding names the step rather than the job.
  • Preventive maintenance visits. A calendar or meter based trigger fires the same work order against the same asset every cycle. RapidEye reads that run of images as one asset over time: a filter darker than the last three visits, a seal that has started to weep, a guard that was in place in March and is not now.
  • Files against a location or an asset. UpKeep keeps a Files tab on a location, asset or part as well as on the work order. Anything filed there joins the same baseline, so a finding on a rooftop unit knows what that unit has looked like since you started.
  • Requests that arrive with a photo. A public request portal can be set to let requesters upload photos with a request. The picture a tenant or a shift lead sends in gets read the same way, so the severity in the queue is not just whoever typed the most urgent description.

A finding names the location, the asset, where in the image the problem sits, what kind it is (damage, a skipped step, a missing part, or a safety issue), how serious it is, the images on either side of it, and a suggested next step. Findings queue up in the RapidEye dashboard, with optional Slack or email delivery. UpKeep stays untouched; the follow-up is yours to shape. Photos are the easiest starting point, not the limit: video walkthroughs, 3D scans and an inspection format your own team designed are all things we read, and a use case not listed here is a conversation, not a no.

How to connect UpKeep to RapidEye

  1. The locations and assets you care about. Findings attach to what UpKeep already knows, so the sites and equipment on your Locations and Assets lists are what gets covered. Anything you have left out stays out.
  2. Images on the work orders. Technicians carry on as they do now, taking the photo in the UpKeep mobile app or uploading it on the web, on the work order or on a task inside it. Where a crew does not photograph its work today, RapidEye sends a capture link that opens on any phone with no app to install.
  3. An invite from People and Teams. Add RapidEye as a user the same way you add a technician. The Connect UpKeep panel has the name, email and role to enter, or Sam will do it with you on a call.

What a closed UpKeep work order actually holds

Checked against UpKeep's help centre, September 2026.

Maintenance managers underrate their own close-out data. According to UpKeep's help centre documentation (upkeep.com), opening a work order on the web gives you eight places to look, and the technician has usually filled several of them before setting the status to Complete. Images appear on the right side of the work order when they have been added.

OverviewWhat the team sees on opening the job: the title, the category, the priority, the asset and location it was raised against.
TasksThe checklist steps. Any user working on the order can attach a photo, a note or a URL to one step, and it saves under that step. UpKeep's own guidance is to shoot the issue first and the resolved state last.
Labor and PartsHours booked and stock consumed. Precise about cost, silent about condition.
FilesAttachments of any kind, up to 40MB each, in PDF, PNG, JPEG or MP4. The same Files section exists on a location, an asset and a part.
ActivityUpdate notes and comments from the team, with @mentions to pull a colleague in. Free text, so it says what the technician chose to say.
ImagesThe photos themselves, on the right of the record. On mobile a technician can shoot in the app or pick from the camera roll, then draw or write on the image to mark where the problem is. Videos and PDFs ride along on the same record.

Eight panels, and the evidence of what the building actually looks like sits in two of them.

The four status types, and what each one leaves behind

Every work order in UpKeep resolves to one of four status types. Enterprise accounts can create custom statuses, but each custom status is still built on one of these four, which keeps reporting comparable across a portfolio.

  • OpenWork that has not been started. A description, sometimes a requester's photo.
  • In ProgressActively being worked on. The timer runs from here if your admin has that setting on.
  • On HoldPaused or blocked. The reason lives in a note, and the asset stays as it was.
  • CompleteFinished. Notifications fire, the record freezes, and the images stop being looked at.

Who checks the photos on a completed work order?

Usually nobody, and that is not a criticism of UpKeep. The product does its part well: the images are captured in the field, annotated on the phone, attached to the right record and kept there for the life of the asset, and UpKeep's own documentation coaches technicians to shoot before and after on complex repairs. What no maintenance department has is a person whose day is reading them. A team closing forty work orders a week across a dozen buildings generates a few hundred images a month, and the supervisor who would review them is the same person scheduling next week's PMs. So the photos become an archive: excellent when you already know which job to look up, useless at telling you which job you should have looked up. Reading all of them is the part a machine is for, and it is the only part RapidEye adds.

UpKeep integration FAQ

Does RapidEye integrate with UpKeep?

Yes. RapidEye reads the images your technicians attach to UpKeep work orders and to the tasks inside them, along with the asset, the location and who did the work, and returns a finding per issue with the images that show it. Your work orders, tasks, PM triggers and asset records in UpKeep are not changed.

Who reviews the photos on a completed UpKeep work order?

In most maintenance teams, nobody, and that is a staffing problem rather than a software one. UpKeep puts the images on the right side of the work order and keeps them there for as long as the record lives, so anyone can open one. What no team has is a person free to open every one of them. RapidEye reads all of them and surfaces only the ones worth a manager's attention.

Does RapidEye read the annotations technicians draw on UpKeep photos?

It reads the image as it was saved, drawing included. UpKeep's mobile app lets a technician draw or write on a photo to point at the problem, and that marked-up version is what lands on the work order and what RapidEye receives. A finding says where in the image the issue sits whether or not anyone circled it.

Can RapidEye check photos attached to a single task rather than the whole work order?

Yes, and task-level images are the most useful kind. UpKeep lets any user working on a work order attach a photo, note or file to an individual task on the checklist, which is where before and after pairs usually live. RapidEye reads a finding against the task the image was filed under, so a skipped step is named as that step.

Will RapidEye create or close work orders in UpKeep?

No. UpKeep stays the system of record for work orders, statuses, assets, locations and PM triggers. RapidEye reads and reports; a supervisor decides whether a finding is worth reopening a job or raising a new one.

We run PM triggers on hundreds of assets. Does that change anything?

It makes the history worth more. A calendar or meter based PM trigger generates the same work order against the same asset over and over, so the images pile up in a comparable series. RapidEye reads that series as a record of one asset over time and flags the visit where something looks different from the last one.

Other maintenance systems RapidEye reads

Work-order platforms where the field photo is the only proof of condition.

MaintainXPhotos from procedures and work orders, read against the asset LimbleTechnician mobile app photos checked before the job closes FiixWork-order attachments read across the asset register eMaintCondition read down the asset hierarchy, site by site CoastChecklist and inspection photos turned into findings All facilities integrations

Sources

  • UpKeep help centre, work order, photo, file, preventive maintenance, user role and request portal documentationonupkeep.com
  • UpKeep product pages, work order softwareupkeep.com

Sources are named at the publisher level and were checked against the publisher's live pages before this page was published.