Doctor Fix-It AI Automation Plan – Phase 1 JobSight + Zapier + AI Sales & Project Management Assistant
Publicada el 2026-07-27
Descripción de la oferta
Doctor Fix-It AI Automation Plan – Phase 1 JobSight + Zapier + AI Sales & Project Management Assistant Main Goal: Reduce owner involvement in chasing updates, reminders, and follow-ups by creating an automated system that monitors every job stage and reminds the correct person at the correct time. ⸻ 1. New Lead Management Trigger: New lead/customer created in JobSight Automation: Immediately: * Create follow-up task. * Notify assigned salesperson/project manager. * Start lead follow-up sequence. Reminders: Every 2 days until sold or closed: * Reminder to salesperson: * Contact customer. * Review estimate. * Answer questions. * Attempt to close sale. * Update notes. Example: “Reminder: Customer John Smith has not been sold. Please contact customer today and update JobSight notes with the outcome.” ⸻ 2. Initial Site Visit Follow-Up Trigger: Initial inspection completed. Required: Mitigation Estimate Due within 24 hours Automation: * Start 24-hour countdown. * If estimate not uploaded: * Reminder to estimator. * Reminder to sales/project manager. * Escalate if overdue. Message: “Mitigation estimate is due for John Smith. Please complete and upload under Estimates in JobSight.” ⸻ Rebuild Estimate Due within 48 hours Automation: * Start 48-hour countdown. * If missing: * Notify estimator. * Notify project manager. Message: “Rebuild estimate is due. Please complete, review with PM, and upload under Estimates.” ⸻ 3. Estimate Approval Process Trigger: Estimator completes estimate. Before estimate is considered complete: Required: * Estimate uploaded into JobSight. * Project manager reviews. * Approval documented. * Estimate saved under the correct job section. Automation: If estimate uploaded but no PM approval: Reminder: “Estimate uploaded but awaiting PM approval. Please review and approve.” ⸻ 4. Unsold Estimate Follow-Up Trigger: Estimate sent but job not sold. Automation: First Week: Follow-up reminders: * Day 2 * Day 4 * Day 7 Tasks: * Call customer. * Review concerns. * Answer questions. * Attempt close. After First Week: Daily reminders until: * Sold * Lost * Customer declines * Job closed Required: Salesperson updates notes after every contact. ⸻ 5. Sold Job Transition Trigger: Job status changes to SOLD Automation checklist: Required before moving forward: ✅ Total report uploaded ✅ Job notes updated ✅ Estimate saved correctly ✅ Scope reviewed Then: Move job stage: SOLD → Mitigation OR Production Notify: * Assigned project manager * Office * Estimator ⸻ 6. Mitigation / Production Tracking Trigger: Job enters mitigation or production. Automation: Track: * Assigned PM * Last note update * Job activity ⸻ 7. Project Manager Notes Requirement Rule: Every project manager must update notes minimum 2 times per week. Automation: Every Monday and Thursday: Check JobSight: * Has job note been updated? If NO: Send reminder: “Job update required. Please update notes for all active projects today.” If still missing: * Escalate to owner/manager. ⸻ 8. Job Completion → Receivables Trigger: Job marked complete. Automation: Verify: ✅ Final paperwork completed ✅ Final invoice created ✅ Job moved to receivables Notify office: “Job completed. Please begin receivables process.” ⸻ Owner Dashboard (Future Phase) Daily email/text to Keith: Today’s Attention Needed: * Leads waiting for contact * Estimates overdue * Estimates waiting for approval * Unsold jobs needing follow-up * Jobs missing notes * Jobs completed not moved to receivables ⸻ What to tell the Zapier expert: “I do not want simple notifications. I want a job monitoring system that watches JobSight statuses, deadlines, missing information, and employee actions. The goal is for AI to act like an operations manager that keeps everyone accountable.” ⸻ For the next phase, I would add: 1.  Customer communication automation (texts/emails after every milestone). 2. Adjuster communication tracking. 3. Photo/document compliance checks. 4. Daily production scorecards for PMs and technicians.
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Fuente original: freelancer