Deficiencies from the inspection report, drafted into the repair quote.

An annual sprinkler inspection comes back with five painted pendents in a kitchen, a spare cabinet two heads short, missing caps on the fire department connection and a dry valve that tripped slow; the alarm report lists a failed duct detector and a battery that didn't hold its load. Your service manager works out the parts, the hours and whether the system has to come down, then builds a quote the owner can approve.

In the proof of concept, AI reads the same reports and drafts the quote for each one: every deficiency carried onto its own line with the report's reference, the replacement part your team would specify, the quantity, labor from your rates, and a note wherever the work needs a shutdown or a designer. Nothing goes to a customer, no report is touched, and your service manager sets each draft beside the quote that was sent.

The class comes from the report, and it sets the order. NFPA 25 sorts findings into impairments, critical deficiencies and noncritical deficiencies. A 2023-edition summary puts a missing hydraulic placard or cabinet wrench among noncritical items; obstructed, corroded or painted heads that affect performance, a partly closed control valve and sprinklers past their testing age among critical ones; a closed main control valve or a frozen dry system among impairments. The same painted head can change class with the hazard below it. The draft orders the quote by the class your inspector wrote, and flags any line where the note and the class seem to disagree.

A replacement head has to match what came out. Replacement heads are matched to the originals on style, orifice size and K-factor, temperature rating, coating and deflector type, and the sprinkler identification number on heads made since January 1, 2001 pins down the model. So "replace five painted pendents, kitchen" can't be priced until the draft knows which head that is, from the photos, the building's sprinkler list or your last quote there. Spare cabinets have their own counts: no fewer than six spares under 300 installed sprinklers, 12 for 300 to 1,000 and 24 above that, matching the building's types and temperature ratings, one wrench per type, and a posted list of the installed sprinklers. Those small lines are the easiest to drop.

Old heads give the owner two prices. Under the 2023 edition, many sprinklers reach field-service testing at 50 years, ESFR and CMSA heads and dry sprinklers at 20, other fast-response heads at 25, then every 10 years. The owner replaces them or sends a sample, at least four heads per sample area, to a lab, with new heads fitted where the samples came out. Where your past quotes offered both, so does the draft.

Some repairs take the system out of service. Draining a riser is an impairment under NFPA 25's Chapter 15: tags at each fire department connection and control valve, and past 10 hours in a 24-hour period, the impairment coordinator arranges evacuation, a fire watch, a temporary water supply or ignition controls. On alarm work, NFPA 72 has the service provider report any system out of service more than 8 hours to the authority having jurisdiction. The draft marks every line that needs a shutdown, so your service manager can schedule and price it, and sends any line that needs heads added or moved to your designer, unpriced.

State rules decide what the quote has to close. In Texas, a noncompliant sprinkler system, recalled equipment included, gets a yellow tag on the riser and written notice to the owner and the local authority within five business days, and only a registered firm or an authorized government representative can remove the tag, after a service tag shows the correction. In California, corrected items go on the State Fire Marshal's Form AES 10 with the date found, the date corrected and two signatures. So each quote line keeps its deficiency's reference. Your service manager will check first: deficiencies missing from the quote, heads that don't match the building, cabinet shortfalls, unmarked shutdowns, and rates that differ from your price book.

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

A person approves every quote before an owner or manager sees it. Each line shows the deficiency, its class as the inspector wrote it, the part and the price, and anything unsettled arrives flagged with the reason.

The live job has a fixed price you see before signing. Report review, or whatever comes next, is priced separately, and monthly support starts once a job is live.