Failed devices on the inspection report, drafted into the repair proposal.

An annual test at a school comes back with a dead horn strobe in the gym corridor, three smoke detectors out of their listed sensitivity, a duct detector that never shut its fan down and batteries past their date. Your service manager works out the part for each line, the hours, whether an elevator or HVAC technician has to be there and whether any of it needs a permit, then writes something the customer can approve.

In the proof of concept, AI reads the same reports with your rate sheet and drafts the proposal for each one: a line per failed device, its location exactly as the inspector wrote it, the deficiency as noted, parts and labor priced from your sheet, the reporting fields a public rule names for that jurisdiction, and a list of what someone on your team has to confirm. Nothing reaches a customer or a jurisdiction.

A clock started before the proposal did. NFPA 72, the National Fire Alarm and Signaling Code, as Bates College's safety office quotes it, has an uncorrected deficiency reported to the owner in writing within 24 hours. Texas runs on labels: a yellow label on a panel that falls short of its standards means written notice to the owner and local authority within five business days. A red label marks a system inoperable, impaired or in fault. Inoperable means an immediate call and written notice the next business day; fault or impaired means three business days. Philadelphia's inspectors send a deficiency notice to Licenses and Inspections within 45 days of inspection. A proposal doesn't replace any of that, so the draft names the step your report points to and leaves it with your office.

Reporting fields come from the rule. A Texas inspection label carries the firm's name, address, phone and registration number, the date, the licensee's signature and license number, the type of inspection, the date of the last sensitivity test if known, and whether the system came out acceptable, yellow or red. The service label after a repair records which color it cleared and when. Where a public rule names fields like these, the draft lists them beside the proposal. Where none does, it adds nothing.

Same part or different part decides the permit. Raleigh's Fire Marshal defines like for like as the same model number from the same manufacturer, then the maker's named replacement if a model is discontinued, then the panel's compatibility list. Six or fewer such devices take a stand-alone permit with cut sheets and a scope of work, no plans; more than six, a power supply expander or a panel take the fuller filing. Bellevue, Washington concluded in 2011 that same make and model needs no fire alarm permit, other replacements do, and changing a panel's programming counts as a modification. A line that looks like a small swap can carry a permit, so the draft marks any line where the report, your parts list and the old device disagree on the model. It never picks a substitute.

One failed device can need other trades. North Carolina's State Construction Office checklist wants the elevator control key and a technician on site to test recall, HVAC shutdown done by the panel and not by a detector's own relay contacts, and a hinged or latched access door at each duct detector. It also warns that a battery carries two dates, installation and manufacture. So the draft separates work your technicians can do alone from work that needs someone else's key, access or crew, and reports whichever battery dates the inspector wrote down.

Location stays as the inspector wrote it. The University of Rhode Island allows a 40-character location label at the panel, Texas State University wants each field device labeled with its full circuit address, and North Carolina wants loop and device number on every base. An inspector's shorthand may match none of them, so the draft copies the location exactly and flags a device whose address is missing or repeated. Hospital customers answer to Joint Commission EC.02.03.05, which an October 2019 Health Facilities Management article says runs to the activity, date, inventory, frequency, tester's name, contact and affiliation, the NFPA standard and results through repair and retest, and it recommends a summary by date found, corrected and retested. Your service manager will check first: failed devices dropped from the proposal, the wrong location on a line, rates that differ from your sheet, permit triggers left unmarked, and any line that strays into deciding whether a device failed. Everything above summarizes public documents read in November 2026 and isn't legal or engineering advice.

With your service manager's yes, the job runs for about 30 days on reports as your inspectors turn them in.

Your service manager approves every proposal before a customer sees it, and written notices, labels and filings stay with your office.

The price for the live job is fixed before you sign. Permit packages, or anything else next, is priced separately, with monthly support once a job is live.