Field guides and worked examples

• Material Delay Field Note: Minimum Facts Before an AI Customer Update

  Before an AI drafts a contractor material-delay or backorder customer update, collect the minimum facts: job pointer, order status, dates already promised, substitution position, office position, and approver.

• Punch-List / Closeout Field Note: Minimum Facts Before an AI Customer Update

  Before an AI drafts a contractor punch-list or job-closeout update, collect the minimum facts: job pointer, walkthrough outcome, open items with owners, exclusions, office position, and approver.

• Jobsite Photo Field Note: Minimum Facts Before an AI Documentation Report

  Before an AI drafts a contractor jobsite photo documentation report, collect the minimum facts: job pointer, shot purpose, timestamps, what must stay out of the prompt, office position, and approver.

• Permit / Inspection Status Field Note: Minimum Facts Before an AI Customer Update

  Before an AI drafts a contractor permit or inspection status update for a customer, collect the minimum facts: permit pointer, inspection outcome, corrections, schedule impact, office position, and approver.

• Warranty Service Visit Field Note: Minimum Facts Before an AI Customer Update

  Before an AI drafts a contractor warranty-visit customer update, collect the minimum facts: claim pointer, visit outcome, parts, exclusions, office position, and approver.

• Overdue Invoice Follow-up Field Note: Minimum Facts Before an AI Draft

  Before an AI drafts a contractor overdue-invoice follow-up, collect the minimum facts: invoice pointer, amounts and dates, delivery proof, payment match, blockers, office position, and approver.

• Estimate Objection Field Note: Minimum Facts Before an AI Drafts the Reply

  Before an AI drafts a reply to a contractor estimate objection, collect the minimum facts: quoted objection, estimate version, disputed lines, scope basis, office position, and approver.

• Scope of Work Field Note: Minimum Fields Before an AI Draft

  Before an AI drafts a contractor scope of work, capture the minimum field facts: parties, site, baseline scope pointer, inclusions and exclusions, quantities, schedule constraints, UNKNOWN gaps, and named owner.

• Invoice Dispute Note: Minimum Facts Before an AI Drafts the Reply

  Before an AI drafts a reply to a disputed contractor invoice, collect the minimum facts: quoted objection, disputed lines, agreement and work evidence, office position, and approver.

• Change Order Field Note Minimum Fields Before AI Draft

  Before an AI drafts a contractor change order, capture the minimum field note: baseline scope pointer, change trigger, quantities, pricing basis, UNKNOWN gaps, and named owner.

• Callback Note Minimum Fields Before AI Dispatch

  After-hours HVAC callback: the minimum fields an office or AI intake needs before dispatch, what to mark UNKNOWN, and who owns missing fields.

• Redacted HVAC Notes for AI Office Handoff

  Prepare HVAC service notes for AI summarization: what to remove, what to preserve, a reusable prompt with an UNKNOWN rule, and a human verification checklist.

• Field-Level Routing for HVAC Note Summaries

  Route each HVAC job-note field to summarize, withhold, or escalate with a named owner, and handle a legitimate identifier the next office action still needs.