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AI agent for construction contractors

Client Selection Deadline Chaser Agent

Get every client selection made before its last order date and show the cost of delay when it is not.

CommunicationMonitoringReal estate and constructionOperations
See how it worksGet access
Client Selection Deadline Chaser Agent: what goes in, what the agent does and what you get

What it does

Clients take their time choosing tile, windows and fixtures, and the schedule slips. This agent lists the open selections with the supplier lead time and the date the item must be on site. It computes the last order date for each one and shows how many days remain. It sends reminders as the date nears, with a clear choice and a price. If the date passes, it recomputes the effect on the finish date and drafts a delay or change order notice. It rechecks daily. You approve every message to the client. Edge case: a custom window has a 10 week lead time, and the agent starts reminders 3 weeks before the order date.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueApprovedNo 1 STARTS WHEN Project selections list is set 2 USES A TOOL Read the open selections with lead times and sitedates 3 DOES Calculate the last order date for each selection 4 DOES Rank selections by days remaining 5 USES A TOOL Draft a reminder with the choices, prices anddeadline 6 YOU APPROVE Project lead approves the message to the client 7 USES A TOOL Send the reminder 8 CHECKS THE RESULT Did the client choose before the order date? If not: Send the next reminder and, after the datepasses, recalculate the schedule impact. Back to step 3. 9 USES A TOOL Draft a delay or change order notice 10 YOU APPROVE Project lead approves the notice 11 RESULT Selection tracker with schedule impact
Read the steps as a list
  1. Project selections list is set
  2. Read the open selections with lead times and site dates
  3. Calculate the last order date for each selection
  4. Rank selections by days remaining
  5. Draft a reminder with the choices, prices and deadline
  6. Project lead approves the message to the clientThe agent waits here for your OK.
  7. Send the reminder
  8. Did the client choose before the order date?If not: Send the next reminder and, after the date passes, recalculate the schedule impact. Back to step 3.
  9. Draft a delay or change order notice
  10. Project lead approves the noticeThe agent waits here for your OK.
  11. Selection tracker with schedule impact

How it decides

It sets the last order date as the needed-on-site date minus lead time and a buffer. It escalates reminders as the date nears.

  • Add a 5 day buffer to lead times (default)
  • Start reminders at 21 days before the order date
  • Recalculate the finish date when a date passes
  • A change order is only drafted, never sent

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Buffer days (default 5)
  • Reminder schedule
  • Client contact method
  • Tone of messages
  • Who approves delay notices

What keeps you in control

It always asks you first

  • Every message to the client
  • Any delay or change order notice

Hard limits

  • Never sends to the client without approval
  • Never orders items
  • Keeps the history of messages

It stops when

  • Done: all selections made
  • Stop: the finish date moves; the project lead decides what to tell the client

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensThe tracker showed 7 open selections. Pendant lights had a 6 week lead time and had to be on site by 22 Nov, so the order date was 3 Oct. The agent sent reminders at 21, 14 and 7 days. The client chose on 5 Oct, two days late. The check failed, so the agent recalculated a 2 day delay and drafted a notice. The lead approved it.

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