Service Contract Registry & Coverage Checker: Know the Rules Before You Book

The problem this kills

A dispatcher is about to book a job and someone asks the question that stops everything: is this covered? So begins the scavenger hunt. Is there an active contract for this site? Does it cover this asset, or just the rooftop units? Did it lapse last month? What's the response time we promised — same day or four hours? Do we bill labor at the contract rate or the standard rate? The answers live in a PDF in a shared drive, a tab in a spreadsheet somebody maintains, and the memory of the one person who's out today.

So the booking goes out wrong. You dispatch on a suspended contract and eat the cost. You promise a four-hour SLA you never actually agreed to. You bill a covered repair at full rate and the customer disputes it. You miss the exclusion that says the compressor isn't covered and have an awkward conversation on site. Every one of those is a margin leak or an angry customer, and none of it is the dispatcher's fault — they never had the rules in front of them at the moment they needed them. You don't need a developer to fix this. You need the contract terms to show up the instant someone types a site name.

What you'll build

A simple internal web tool: a searchable registry of your service agreements plus a coverage checker. Someone in intake or dispatch types a customer, site, or asset, and the tool instantly returns the active contract for it, what's covered, what's explicitly excluded, the response SLA (and any priority tiers), and the rate terms (covered vs. billable, contract labor rate, parts handling). It handles the real-world mess: contracts that are expired or suspended (shown loudly, never silently treated as active), partial coverage where only some assets or some failure types are in scope, and duplicate contract numbers caught at import. New or edited contracts don't go live on a guess — a contract admin reviews and approves them first. Once a lookup is done, the result can be stamped onto the work order and the whole thing exported as a clean CSV in the columns your system of record expects.

What's inside the Implementation Plan

The downloadable plan is a step-by-step file you paste into an AI coding agent. It opens by interviewing you about your business — how your contracts are structured today, whether coverage is scoped by site or down to individual assets, your exact contract-number and SKU/asset-tag conventions, how you define SLA tiers, what "covered vs. billable" actually means at your shop, and the messy edge cases (multi-site agreements, partial coverage, mid-term suspensions, a customer with two overlapping contracts) — and then it tailors the data model, the coverage logic, and every later step to your answers. This is not a generic template: the agent reflects a short spec back to you and waits for your thumbs-up before it builds anything. From there it walks the agent through the contract import, the coverage-lookup engine, the SLA and rate display, the admin approve gate, the work-order coverage stamp, and the CSV export — each step with a ready-to-copy prompt. There's also a fallback so you can build the entire tool today even with no integration to your field-service software.

The governance it includes (this is the point)

This tool decides what you bill and what you promise, so it ships with the controls a service operation needs: login so only your team can use it, row-level security so you only ever see your own organization's contracts, a complete audit trail of who imported, edited, approved, looked up, and exported each record and when, a hard human-approval gate so a new or edited contract is never used for a coverage decision until a contract admin signs off, and duplicate guards keyed on contract number so the same agreement can't be loaded twice and quietly contradict itself. Expired and suspended contracts are flagged, never silently honored — the rules you act on are always the rules a person approved.

Who it's for

Dispatchers, CSRs, contract administrators, and service managers at HVAC, plumbing, electrical, refrigeration, facilities, and equipment-service operations — anyone who has to know, before a job is booked, whether the customer is under contract, what that contract covers, and what response time and rate apply. If you can describe how your agreements are structured and what "covered" means at your shop, you can build this.

You've got this — start with the plan, paste the first prompt, answer the interview, and you'll have your first coverage lookup answering "is this covered?" in seconds before the weekend's out.