One compressor, three years of visits, and the contract behind them.
The contract is a PDF in a folder, the reports are scans the technicians send from the van, the fault came in by email and the invoices sit in the accounting system. fluctor recognises that all of it concerns the same unit at the same site and keeps it as one file, with every source still attached.
Unit CX-7 · Halden Steel Ltd
compressor · Sheffield site · under contract since 2021
The questions the dispatcher asks, answered with the report.
What was billed, what renews when, what the technician found last time. Each answer names the report or the contract clause it was read from, so the office and the van work from the same page.
Which visits to Halden this quarter have no invoice line?
Three. Reports 0409, 0414 and 0417, all signed by the customer, none of them on an invoice. Together about €2,340.
service_report_0409.pdf · 0414 · 0417 · invoices April to June
When does the CX-7 contract renew, and what notice do we have to give?
It renews on 30 September for another twelve months. To change or end it, notice has to be given by 30 June, three months before.
service_contract_2024.pdf · clause 12
What did the technician write on the last two visits to CX-7?
On 19 May: belt replaced, pressure valve showing wear, replacement recommended at the next visit. On 3 April: filter set changed, no findings.
service_report_0417.pdf · service_report_0414.pdf
You do not have to ask. It also speaks up.
Because the file is complete, what is missing from it stands out: a signed report with no invoice behind it, a response time that is running out, a contract about to renew without anyone having looked at the price.
What it watches for →Visit signed, no invoice line
service_report_0417 · 19 May · 2 h and one part · nothing invoiced
Response time running
Halden Steel Ltd · fault reported 07:40 · 8 h under contract · 3 h 20 min left
Contract renews by itself
CX-7 · renews 30 September · notice by 30 June · 40 days
The invoice for the visit writes itself. You approve the first one.
When a signed report has no invoice line after the usual gap, the agent drafts the invoice from the report: the hours, the part, the rate from the contract. Before a contract renews by itself, it drafts the renewal offer with the new price from clause 9. You approve the first one. After that the same steps run whenever the same thing happens, checked against your instructions before anything leaves.
How the agent is built →Send us a year of service reports for one installation.
In the call we show you the file they turn into, and which of the visits were never billed.
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