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AI agent for auto mechanics

Extra Work Change Authorization Agent

Every extra signed before it is done and billed

AdministrationComplianceReal estate and constructionOperations
See how it worksGet access
Extra Work Change Authorization Agent: what goes in, what the agent does and what you get

What it does

Customers often ask for extra work during a job, or the tradesperson finds something that must be fixed, and verbal agreements cause billing fights. This agent logs each extra request from notes or messages, prices it from the price book and drafts a short written change order with price and time impact. The tradesperson sends it to the customer. The agent tracks signatures. Before invoicing, it checks that every extra on the invoice has a signed change order. Unsigned extras are held and the customer is reminded. Safety items found on the job are documented with photos. The tradesperson sends all change orders and invoices. Edge case: a safety-related fix the customer declines is still documented with photos and a note.

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, continueNo 1 STARTS WHEN Extra work mentioned 2 DOES Log request 3 USES A TOOL Price from price book 4 USES A TOOL Draft change order 5 YOU APPROVE Tradesperson sends to customer 6 USES A TOOL Track signatures and photograph safety items 7 DOES Build the invoice draft 8 CHECKS THE RESULT Is every extra on the invoice signed? If not: hold item and remind. Back to step 6. 9 RESULT Invoice with signed extras
Read the steps as a list
  1. Extra work mentioned
  2. Log request
  3. Price from price book
  4. Draft change order
  5. Tradesperson sends to customerThe agent waits here for your OK.
  6. Track signatures and photograph safety items
  7. Build the invoice draft
  8. Is every extra on the invoice signed?If not: hold item and remind. Back to step 6.
  9. Invoice with signed extras

How it decides

Extras need a signed change order. Declined safety items are documented.

  • No signature, no billing
  • Safety items photographed
  • Price from price book

Make it yours

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

  • Change order template
  • Reminder timing
  • Price book
  • E-signature tool

What keeps you in control

It always asks you first

  • Tradesperson sends documents
  • Customer signs

Hard limits

  • Never sends documents
  • Never bills unsigned work

It stops when

  • Done: invoice sent
  • Stop: job canceled

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 happensDuring a kitchen job, the customer asked for 3 extra outlets. A $420 change order was drafted, sent and signed the same day. A rotted subfloor found later got a $1,150 change order with photos, but it was unsigned at invoice time, so the check failed and the agent held it and sent a reminder. The customer signed two days later, and the electrician approved the final invoice.

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