PM Entitlement & Visit Tracker

The problem this kills

You sold the customer a service contract with four preventive-maintenance (PM) visits a year. So... did they get four? Or did a busy tech do six and quietly give away two free visits? Or did the contract slip through the cracks and they only got two - which means you're now sitting on a liability you didn't know about?

For most service businesses the honest answer is: nobody knows. The contracts live in one system, the completed-visit history lives in another (or in a tech's job notes), and the math - owed minus used, adjusted for contracts that started mid-year - never gets done until a customer complains or a renewal goes sideways. So you leak money two ways at once. Over-delivery hands out free visits you'll never bill for. Under-delivery quietly builds a backlog of PMs you owe but haven't done - a contractual liability and a renewal you're about to lose.

And when someone finally does try to catch up, they schedule from a gut feel rather than the numbers. The same overdue PM gets booked twice. A mid-term contract gets counted as if it owed a full year. There's no record of who decided what should be scheduled, or why.

This tool ends the guessing. It pulls your contracts and your visit history together, does the prorated entitlement math for you, and shows a clean per-contract picture: owed, used, overdue. Then it puts a service manager in the loop to approve exactly which due and overdue PMs get scheduled - before a single one is booked.

What you'll build

A small, secure web app your contract admins, service managers, and schedulers log into. With it they can:

• Import your contracts (each with its included PM frequency - e.g. 4/year, quarterly, monthly) and your completed PM visit history from a CSV or Google Sheet.
• See a per-contract entitlement scorecard: PMs owed this period, PMs used (matched from visit history), and which are due or overdue right now.
• Prorate mid-term contracts automatically, so a contract that started in month seven only owes its fair share - not a full year.
• Get the leak flags: over-delivery (you did more visits than the contract includes - free visits) and under-delivery (you owe visits you haven't done - a liability).
• Send the due/overdue list to a service manager who reviews the entitlement status and approves exactly which PMs should be scheduled - the human gate.
• Hand the approved PMs off to scheduling and export everything as CSV in the exact columns your scheduling and contract systems expect.

What's inside the Implementation Plan

• It starts by interviewing you about your business. Before building anything, the plan has the AI agent ask you about your contract types, how PM frequency is written, how your visit history is recorded, your fiscal/contract-year rules, how you want mid-term contracts prorated, and your messiest edge cases. It reflects a short tailored spec back to you and waits for your thumbs-up. The tool that gets built matches your contracts and your numbers - not a generic template.
• A copy-paste runbook you feed to Claude Code one step at a time.
• The exact data model for contracts, visit history, the calculated entitlement status, and the audit trail - shaped by your interview answers.
• The entitlement engine: owed vs used vs overdue, with mid-term proration and the over-/under-delivery flags.
• The matching logic that ties completed visits to the right contract and period - and a duplicate guard so one visit can't be counted twice.
• The service-manager approval gate, with email notifications via Resend.
• The CSV import (contracts + visits) and CSV export (entitlement status + approved-to-schedule list) fallback, so it works today with zero integration.

The governance it includes (this is the point)

This is not a loose spreadsheet macro. The plan builds in real controls from the start:

• Login so only your team can open the tool.
• Row-level security so people only ever see their own organization's contracts and visits.
• A complete audit trail - who imported what, who approved which PMs to schedule, and exactly when.
• A hard human-in-the-loop approval gate - the tool drafts the due/overdue list and shows the entitlement math, but a service manager must approve before anything is handed to scheduling.
• Duplicate guards keyed on (contract + visit period) so the same visit can't be counted twice and the same overdue PM can't be queued twice.

Who it's for

Contract administrators who own what was sold and what's owed. Service managers who have to decide what actually gets scheduled this month. Schedulers who keep getting handed a vague "catch up on PMs" with no numbers behind it. If you sell maintenance agreements with included visits and you can't say with confidence whether each contract is over- or under-delivered, this is for you.

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