Billable-vs-Covered Decision Helper

The problem this kills

A technician finishes the job, the work order lands on the billing coordinator's desk, and now someone has to answer a deceptively hard question for every single line: who pays for this? The labor might be covered under a service contract while the part is out of warranty. The warranty might cover the compressor but not the trip charge. The contract might cover scheduled maintenance but not the emergency call that triggered it. Get it wrong one way and you eat costs you were entitled to bill. Get it wrong the other way and you bill a customer for something their contract already covers - which is the kind of mistake that loses the account.

Today this lives in someone's head, a tribal-knowledge spreadsheet, and a lot of squinting at contract PDFs. It's slow, it's inconsistent between coordinators, and the mistakes only surface when a customer disputes the invoice - long after the money math has already gone sideways.

What you'll build

An internal web tool where you load a completed work order's lines, point it at the applicable contract and warranty terms, and it classifies each line - labor and parts separately - as warranty, contract-covered, or billable time-and-materials. For every line it shows the exact rule it used, so the call is never a black box. It flags the tricky cases automatically: labor covered but the part isn't (or vice versa), work that falls outside any coverage, and lines that look like they'd cause a mis-bill. Then a billing coordinator reviews the whole classification, adjusts anything they disagree with, and approves it. Only after that human approval does the tool produce the billing split and a clean CSV invoice draft in the exact columns your invoicing system expects.

What's inside the Implementation Plan

• It starts by interviewing you about your business. Before it builds anything, the plan has the AI agent ask you about your actual work orders, your contract and warranty terms, your field names and codes, your volumes, and your real edge cases - then it tailors the data model and the coverage rules to how you work. This is not a generic template you have to bend to fit; it's shaped around your operation from the first step.
• A clear, copy-paste prompt for every build step - you never have to know how to code.
• A coverage-rules engine that classifies each line and records the reason and the rule behind it.
• The mis-billing flags: split coverage (labor vs. parts), out-of-coverage work, and duplicate lines.
• A human approval gate so a coordinator signs off before any invoice is generated.
• The "No API yet?" fallback so you can build the whole thing today from sheets and CSVs - no integration to your existing system required.

The governance it includes (this is the point)

This isn't a toy. The plan builds in the controls that make a tool safe to use on real money:

• Login so only your team can open it.
• Row-level security so each organization only ever sees its own work orders and contracts.
• A complete audit trail - who classified what, who approved it, and exactly when.
• A hard human-in-the-loop approval gate - the AI drafts the coverage call, a coordinator reviews and approves, and only then does the billing split get committed.
• Duplicate guards that dedupe on the work-order line ID so the same line can't be classified or billed twice.

Who it's for

Billing coordinators, service managers, and contract admins at any field-service operation - HVAC, elevators, medical equipment, industrial maintenance, facilities - who invoice against a mix of warranties, service contracts, and time-and-materials work and need every line to land on the right side of the coverage line.

You've got this - paste the first prompt and let the agent interview you.