Findings from the PM visit, drafted into repair quotes for your service manager.

A quarterly visit to an office building closes with a few lines of findings: a pitted contactor and a weak capacitor on one rooftop unit, a cracked drain pan on another, a seized economizer actuator, a weeping pump seal, and a note that the chiller took refrigerant again. Your service manager turns each line into a repair the customer can approve: which part, how many, how many hours, and whether it needs a lift or an after-hours shutdown.

In the proof of concept, AI reads the same findings, checklists and photos and drafts the repair quote: each finding on its own line with the unit's tag and location, the recommended repair, and price-book parts and labor by item number and quantity, with the price column left empty. Findings too thin to quote go on a separate list with what is missing, and each draft is set beside the quote your office actually sent.

A finding is an observation, not yet a repair. ASHRAE/ACCA Standard 180, in its 2012 text, has each maintenance plan set condition indicators: measurements or observations of conditions that could lead to failure or lost performance. Work is done on schedule or upon a documented observance of an unacceptable condition, and whether it was authorized in writing or verbally, it is documented. So "belts worn" or "coil dirty" says something is wrong, not which belt, what size, how many, or whether cleaning or replacing is the repair. The draft quotes what the notes support and lists the rest with the question that settles it: a belt size, a nameplate photo, an amp reading.

Repeat findings mean something under the standard. When unacceptable conditions show up on two inspections in a row, Standard 180 has the owner, or the owner's designated representative, look for the cause. One cause on its list is repairs noted, pending or never made; the others are poor field practice, too little time budgeted for the task, design problems, equipment past its useful life, and causes outside the HVAC system such as water leaks or the building envelope. So the draft checks each finding against the last visit's notes for the same tag and marks a repeat, with the date of the earlier quote when one went out.

The agreement decides how the quote is written. The University of Science and Arts of Oklahoma's 2026 HVAC maintenance RFP shows the terms a public contract can set: a written report within five business days of each visit listing work done, deficiencies found and recommended repairs; repairs on time and materials, parts at documented cost plus the proposed markup, refrigerant by the pound for each type; the owner's written authorization before any repair above a set amount; and whole units or major components such as compressors, heat exchangers and coils quoted as separate projects. Henrico County, Virginia, drew the line by kind of work in its own RFP: loose bolts or wiring belong to the visit, and anything beyond them gets a detailed cost estimate and proposal.

Refrigerant findings can carry a federal clock. On an appliance holding 50 pounds or more of an ozone-depleting refrigerant such as R-22 or R-123, 40 CFR 82.157 has the owner calculate the leak rate every time refrigerant is added. Above the applicable rate, the leaks must be found and repaired within 30 days of that addition and proven by an initial verification test and a follow-up within 10 days of it. Since January 1, 2026, 40 CFR 84.106 applies the same pattern to appliances holding 15 pounds or more of an HFC or other substitute with a global warming potential above 53, outside the residential and light commercial air conditioning and heat pump subsector. A part that can't arrive within 30 days buys time, up to 30 days after delivery and no more than 180 days after the rate was exceeded, if the owner documents the efforts and asks EPA within the first 30. So "chiller took refrigerant again" goes to the top of the quote with its date, with lines for the leak search, the repair and both tests.

What your service manager will check first: findings dropped from the quote, tags that don't match the agreement's equipment list, price-book items that don't fit the unit, missing lift, access or after-hours lines, repeat findings quoted as if new, and refrigerant findings without their dates.

Once your service manager says yes, the job runs for about 30 days on findings as technicians close their PM visits.

Every draft waits for your service manager, who prices it, edits it and decides whether it goes to the customer. Findings the notes can't support arrive with the question to put to the technician.

The live job carries a fixed price you see before signing. The next job is priced on its own, and monthly support begins when a job goes live.