How we turned service sheet faults into same-day draft repair quotes
Faults on service sheets became same-day draft quotes, checked by the office and followed through to an authorised booking.
- Kimi
- AWS
Kimi
AWS
- Client
- UK fire and security maintenance contractor
- Documents
- Service sheets, repair quotes, authorisations and bookings
- What we built
- Service sheet reading, draft quotes and follow-up to booking
- Where it runs
- Amazon Bedrock in London, in the client’s own AWS account
- Who checks
- Office reviewer, competent engineer and service coordinator
- Site
- Thornley House
- Visit
- Fire alarm service
Faults found
- 1Smoke head faulty, 2nd floor corridor
- 2Panel batteries low
- 3Call point cracked
- Replace smoke detector head2nd floor corridor£96
- Replace panel batteriesMain panel£148
- Replace call pointGround floor lobbyadded by the engineer£84
- Sent to the clientThen followed up until answered
- Authorised by the clientRecorded apart from sending
- Visit bookedBy the service coordinator
The visit was finished. The quote still needed writing.
Service sheets waited while the office dealt with the rest of the day.
A draft for each fault, on the same day.
We built the reading and quote preparation around the engineers’ own notes.
The office checked the scope and price before sending.
A draft quote did not decide what repair was safe or authorise the work.
The office can see what is holding each repair up.
A finding remains visible while it waits for a check, a client decision or a booking.
Read the full story
The engineer had found the fault. The next job was getting a quote to the client. We built a way for a fire and security contractor to prepare draft repair quotes the same day, ready for the office to check and send.
The visit was finished. The quote still needed writing.
Service sheets waited while the office dealt with the rest of the day.
Engineers recorded faults during visits. Someone then had to read their notes, work out what needed quoting and prepare the repair quote. Until that happened, the client had no price to approve and the contractor had no repair booking.
We joined those steps so a finding stayed attached to its service sheet through pricing and follow-up.
A draft for each fault, on the same day.
We built the reading and quote preparation around the engineers’ own notes.
The draft carried the reported fault into a repair quote for office review. Missing detail stayed visible for someone to resolve with the engineer, rather than being filled in with a guess.
We used Kimi K2.5, an open model on Amazon Bedrock in London in the client’s own AWS account, so the firm retained a future choice of where to host the model.
The office checked the scope and price before sending.
A draft quote did not decide what repair was safe or authorise the work.
The office reviewer checked the quote against the service sheet and referred technical questions to a competent engineer. Judgement about the repair and any certification remained with competent people.
After the office sent the quote, it stayed on the follow-up list. Client authorisation was recorded separately from sending, and the service coordinator arranged the booking once the client had agreed the work.
The office can see what is holding each repair up.
A finding remains visible while it waits for a check, a client decision or a booking.
The team works from draft quotes and outstanding follow-ups instead of starting each quote from the service sheet. It can distinguish a price awaiting review from one already with the client.
The client still decides whether to authorise the repair. The office handles questions and chasing, and the service coordinator confirms the visit. A sent quote is never treated as a booked job.
How long do faults wait for a quote?
Send us a few recent service sheets. We’ll show you the draft quotes they produce, for your office to check.