Working with 3rd party Contractors

Hello,

I am hoping there is someone in the community that can help us solve a problem. We work with 3rd part contractors that do product installations for us. Once they are done with the installation, there are some questions we need them to answer to tell us how the installation went and if there were any issues and if there are any further actions needed. Additionally, they send us pictures to document the installation and those need to be saved to the original email.

Has anyone had a similar setup and been able to automate the check out process in anyway? 

I welcome all suggestions on how to make this much less time consuming.