Completed work orders and field paperwork into invoices.

A crew finishes and checks out. Today someone in the office gathers the ticket, the photos and the hours, decides whether the work was in the contract or extra, finds the customer's PO or work order number, and builds the invoice. For portal customers, it often has to be entered a second time, in the portal.

In the proof of concept, AI reads copies of that paperwork for old jobs and drafts each invoice, with the proof the customer asks for listed beside it. Nothing is entered in your software or in any portal. Then the reviewer holds every draft up against what your office actually billed.

Contract work and extra work look alike in the field. The same crew can mow under the maintenance contract and replace an irrigation head on the same visit, and only one of those is billable on its own. Landscape enhancements such as mulch, seasonal color and plant replacement are billed as approved extras, and unplanned repairs are often billed at time-and-materials rates. Snow contracts commonly bill per push or per event, with salting, hand shoveling and hauling on their own lines. On the janitorial side, extras such as strip and wax, scrub and wax, or carpet extraction are often priced per square foot, apart from the monthly cleaning fee.

Portals set the rules before the invoice exists. ServiceChannel's own guidance has a provider submit a proposal to raise a work order's not-to-exceed amount, and every proposal needs the customer's approval before the work starts. Check-in and check-out happen by phone, with the work order number, or in the provider app. On CorrigoPro, some customers block an invoice above the NTE and others reject it later, the extra cost goes to the customer as a quote, and the work order has to be completed or checked out before it can be invoiced at all. So an invoice that is right about the work but over the NTE, with no approved increase, comes straight back.

The proof has to be there, and readable. Customers decide what they accept: a signed ticket, a sign-off sheet, a portal check-out, photos uploaded with the work order. In the paperwork that means handwritten tickets, signatures nobody can read, photos with no date, and jobs where the crew never checked out. The draft lists the proof attached to each line and names what is missing, so a person can chase it before the invoice goes out rather than after it is rejected.

What your reviewer will watch. Is every line correctly split between contract and extra? Does every invoice carry the customer's PO or work order number? Is anything billed past the NTE without an approved increase on file? Do extra-work rates match the contract's schedule? And did the draft catch any job that was done but never billed?

When your reviewer says yes, newly completed work orders go through the same drafting for about 30 days.

Each invoice the AI drafts stays on hold until someone in your office approves it, before it goes into your system or a customer's portal. NTE increases and resubmissions stay with your team, and your reviewer keeps checking drafts against what the office would have billed.

The scope stays at this one job for the whole 30 days.