Doctor Fix-It AI Automation Plan – Phase 1 JobSight + Zapier + AI Sales & Project Management Assistant
Budget: $250 – $750 USD
Doctor Fix-It AI Automation Plan – Phase 1
JobSight + Zapier + AI Sales & Project Management Assistant
Main Goal:
Reduce owner involvement in chasing updates, reminders, and follow-ups by creating an automated system that monitors every job stage and reminds the correct person at the correct time.
⸻
1. New Lead Management
Trigger:
New lead/customer created in JobSight
Automation:
Immediately:
* Create follow-up task.
* Notify assigned salesperson/project manager.
* Start lead follow-up sequence.
Reminders:
Every 2 days until sold or closed:
* Reminder to salesperson:
* Contact customer.
* Review estimate.
* Answer questions.
* Attempt to close sale.
* Update notes.
Example:
“Reminder: Customer John Smith has not been sold. Please contact customer today and update JobSight notes with the outcome.”
⸻
2. Initial Site Visit Follow-Up
Trigger:
Initial inspection completed.
Required:
Mitigation Estimate
Due within 24 hours
Automation:
* Start 24-hour countdown.
* If estimate not uploaded:
* Reminder to estimator.
* Reminder to sales/project manager.
* Escalate if overdue.
Message:
“Mitigation estimate is due for John Smith. Please complete and upload under Estimates in JobSight.”
⸻
Rebuild Estimate
Due within 48 hours
Automation:
* Start 48-hour countdown.
* If missing:
* Notify estimator.
* Notify project manager.
Message:
“Rebuild estimate is due. Please complete, review with PM, and upload under Estimates.”
⸻
3. Estimate Approval Process
Trigger:
Estimator completes estimate.
Before estimate is considered complete:
Required:
* Estimate uploaded into JobSight.
* Project manager reviews.
* Approval documented.
* Estimate saved under the correct job section.
Automation:
If estimate uploaded but no PM approval:
Reminder:
“Estimate uploaded but awaiting PM approval. Please review and approve.”
⸻
4. Unsold Estimate Follow-Up
Trigger:
Estimate sent but job not sold.
Automation:
First Week:
Follow-up reminders:
* Day 2
* Day 4
* Day 7
Tasks:
* Call customer.
* Review concerns.
* Answer questions.
* Attempt close.
After First Week:
Daily reminders until:
* Sold
* Lost
* Customer declines
* Job closed
Required:
Salesperson updates notes after every contact.
⸻
5. Sold Job Transition
Trigger:
Job status changes to SOLD
Automation checklist:
Required before moving forward:
✅ Total report uploaded
✅ Job notes updated
✅ Estimate saved correctly
✅ Scope reviewed
Then:
Move job stage:
SOLD →
Mitigation OR Production
Notify:
* Assigned project manager
* Office
* Estimator
⸻
6. Mitigation / Production Tracking
Trigger:
Job enters mitigation or production.
Automation:
Track:
* Assigned PM
* Last note update
* Job activity
⸻
7. Project Manager Notes Requirement
Rule:
Every project manager must update notes minimum 2 times per week.
Automation:
Every Monday and Thursday:
Check JobSight:
* Has job note been updated?
If NO:
Send reminder:
“Job update required. Please update notes for all active projects today.”
If still missing:
* Escalate to owner/manager.
⸻
8. Job Completion → Receivables
Trigger:
Job marked complete.
Automation:
Verify:
✅ Final paperwork completed
✅ Final invoice created
✅ Job moved to receivables
Notify office:
“Job completed. Please begin receivables process.”
⸻
Owner Dashboard (Future Phase)
Daily email/text to Keith:
Today’s Attention Needed:
* Leads waiting for contact
* Estimates overdue
* Estimates waiting for approval
* Unsold jobs needing follow-up
* Jobs missing notes
* Jobs completed not moved to receivables
⸻
What to tell the Zapier expert:
“I do not want simple notifications. I want a job monitoring system that watches JobSight statuses, deadlines, missing information, and employee actions. The goal is for AI to act like an operations manager that keeps everyone accountable.”
⸻
For the next phase, I would add:
1.  Customer communication automation (texts/emails after every milestone).
2. Adjuster communication tracking.
3. Photo/document compliance checks.
4. Daily production scorecards for PMs and technicians.
JobSight + Zapier + AI Sales & Project Management Assistant
Main Goal:
Reduce owner involvement in chasing updates, reminders, and follow-ups by creating an automated system that monitors every job stage and reminds the correct person at the correct time.
⸻
1. New Lead Management
Trigger:
New lead/customer created in JobSight
Automation:
Immediately:
* Create follow-up task.
* Notify assigned salesperson/project manager.
* Start lead follow-up sequence.
Reminders:
Every 2 days until sold or closed:
* Reminder to salesperson:
* Contact customer.
* Review estimate.
* Answer questions.
* Attempt to close sale.
* Update notes.
Example:
“Reminder: Customer John Smith has not been sold. Please contact customer today and update JobSight notes with the outcome.”
⸻
2. Initial Site Visit Follow-Up
Trigger:
Initial inspection completed.
Required:
Mitigation Estimate
Due within 24 hours
Automation:
* Start 24-hour countdown.
* If estimate not uploaded:
* Reminder to estimator.
* Reminder to sales/project manager.
* Escalate if overdue.
Message:
“Mitigation estimate is due for John Smith. Please complete and upload under Estimates in JobSight.”
⸻
Rebuild Estimate
Due within 48 hours
Automation:
* Start 48-hour countdown.
* If missing:
* Notify estimator.
* Notify project manager.
Message:
“Rebuild estimate is due. Please complete, review with PM, and upload under Estimates.”
⸻
3. Estimate Approval Process
Trigger:
Estimator completes estimate.
Before estimate is considered complete:
Required:
* Estimate uploaded into JobSight.
* Project manager reviews.
* Approval documented.
* Estimate saved under the correct job section.
Automation:
If estimate uploaded but no PM approval:
Reminder:
“Estimate uploaded but awaiting PM approval. Please review and approve.”
⸻
4. Unsold Estimate Follow-Up
Trigger:
Estimate sent but job not sold.
Automation:
First Week:
Follow-up reminders:
* Day 2
* Day 4
* Day 7
Tasks:
* Call customer.
* Review concerns.
* Answer questions.
* Attempt close.
After First Week:
Daily reminders until:
* Sold
* Lost
* Customer declines
* Job closed
Required:
Salesperson updates notes after every contact.
⸻
5. Sold Job Transition
Trigger:
Job status changes to SOLD
Automation checklist:
Required before moving forward:
✅ Total report uploaded
✅ Job notes updated
✅ Estimate saved correctly
✅ Scope reviewed
Then:
Move job stage:
SOLD →
Mitigation OR Production
Notify:
* Assigned project manager
* Office
* Estimator
⸻
6. Mitigation / Production Tracking
Trigger:
Job enters mitigation or production.
Automation:
Track:
* Assigned PM
* Last note update
* Job activity
⸻
7. Project Manager Notes Requirement
Rule:
Every project manager must update notes minimum 2 times per week.
Automation:
Every Monday and Thursday:
Check JobSight:
* Has job note been updated?
If NO:
Send reminder:
“Job update required. Please update notes for all active projects today.”
If still missing:
* Escalate to owner/manager.
⸻
8. Job Completion → Receivables
Trigger:
Job marked complete.
Automation:
Verify:
✅ Final paperwork completed
✅ Final invoice created
✅ Job moved to receivables
Notify office:
“Job completed. Please begin receivables process.”
⸻
Owner Dashboard (Future Phase)
Daily email/text to Keith:
Today’s Attention Needed:
* Leads waiting for contact
* Estimates overdue
* Estimates waiting for approval
* Unsold jobs needing follow-up
* Jobs missing notes
* Jobs completed not moved to receivables
⸻
What to tell the Zapier expert:
“I do not want simple notifications. I want a job monitoring system that watches JobSight statuses, deadlines, missing information, and employee actions. The goal is for AI to act like an operations manager that keeps everyone accountable.”
⸻
For the next phase, I would add:
1.  Customer communication automation (texts/emails after every milestone).
2. Adjuster communication tracking.
3. Photo/document compliance checks.
4. Daily production scorecards for PMs and technicians.