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Draft warranty answers from approved sources
Draft the routine warranty answers from material you have approved, with the exact section cited and anything unusual handed to a person.
Choose this office job and we build it around your process, systems, permissions and approval steps.
What it costs you now
The same warranty questions come in week after week, and every one of them lands on the person who can least afford the interruption. Answering properly means opening the job record to see what was actually installed, then finding the right line in the current warranty document, so the honest options are a slow reply or a guess. Guessing on warranty is how a business ends up committing to work it never agreed to cover.
What it does
When a routine question arrives in an approved inbox, or the office forwards one, the agent finds the customer and the equipment that was actually installed on their job, then searches only the warranty and support material you have approved as current. If the answer is there, it writes a draft reply and cites the exact section it came from, so the reviewer can check the source rather than trust the wording. If the material does not cover the question, or two documents disagree, or the question turns on price, safety or whether a claim is accepted, it does not answer. It writes up what it found and hands the thread to a person.
- Question arrives A recognised routine question lands in an approved inbox, or the office forwards it.
- Customer and gear matched The agent ties the enquiry to the job record and to the equipment that was actually installed.
- Approved sources only It searches the current approved warranty material and nothing else, and marks whether the question needs judgement, a price or a claim decision.
- Draft with the source cited The reply sits in drafts with the exact section quoted, or the question goes to a person with the reason it stopped.
You ask on site. It answers with the work done.
You ask in WhatsApp
Today
It hands back
DRAFT REPLY · WARRANTY
Warranty answer draft
- ✓Matched the customer and installed equipment to the job record
- ✓Searched only current, approved warranty material
- ✓Checked whether the question requires judgement, pricing or a claim decision
“Does the outdoor unit warranty cover coastal corrosion?”
The approved warranty guide lists coastal corrosion as excluded unless the specified protective treatment is recorded. I’ve attached §4.2 and the maintenance requirements for review.
Draft · approval required1Warranty guide · §4.2Exact match
2Coastal install procedureSupporting
A cited customer-answer draft with unsupported or unusual questions separated for a person.
Illustrative example. Names, numbers and records are made up.
What changes for the business
Routine warranty questions come back as a checkable draft within minutes, and the ones that need a person are handed over with the reasoning already done.
- Answers you can check
Every draft carries the section it came from, so reviewing it is reading one paragraph rather than researching the answer again.
- The line does not move
Price, safety and claim decisions never get answered by the agent, so nothing is committed on your behalf.
- The office gets its attention back
Repeat questions arrive pre-drafted instead of interrupting whoever is quoting.
What it is connected to
It reads the job records you already keep.
These are the systems this office job usually touches, not a required stack. We connect only what your version of it needs, using your own accounts and the smallest set of permissions that does the job.
- Your inbox Microsoft 365 or Google, where the customer thread lives and the approved draft is sent from.
- ServiceM8 or Simpro The job record that says what was installed, when, and by whom.
- Your approved warranty documents The only material the agent may answer from, held wherever you keep them.
- Cloud file storage Where the manufacturer warranty guides and product documents are read from.
- WhatsApp Forwarding a question in, and being told what was drafted and what was escalated.
The boundaries come with the office job
Where it stops, and who it asks.
What starts it, what it may read, what it may write, who approves, and where it stops. Written down before the office job runs.
What it will not doIt does not talk to your customers off its own bat and it does not decide warranty claims. Answers start in drafts, and anything with no current source, two sources that disagree, an unusual claim, a safety question or a price attached goes to a person instead.
- Trigger
- A recognised routine question arrives in an approved inbox or is forwarded by the office.
- Reads
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- Customer thread
- Relevant job and equipment record
- Current approved support material
- Writes
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- Cited answer draft
- Escalation brief
- Thread classification
- Approval
- It begins in drafts; only exact, approved question types may later be granted automatic sending.
- Stops when
- A supported answer is approved or sent, or the question is escalated with its context intact.
- Exception path
- No current source, conflicting sources, unusual claims, safety questions and pricing requests return to a person.
- Audit evidence
- The draft records the source passage, document version, customer thread, reviewer and send decision.