Fourteen units serviced, twelve paid for

One prompt to paste into Claude, ChatGPT or any AI agent that can build. It checks the middle square before anything else, builds the map square by square, carries the 5 rules above, and has the whole build: what starts it, every step, the data, the review, the alerts, what to do when it breaks, and what to count before you switch it on.

Help me build this in my business: Making sure every maintenance agreement still pays for itself before it renews. That means four things. Adding up what each agreement cost to serve over its last year: every maintenance visit, every quoted repair and every service call on the customer's sites, in hours, parts and travel. Checking that the equipment the technicians work on is the equipment the agreement covers. Deciding next year's price and scope, and for key accounts, telling the customer in person before the price goes up. Then sending the renewal and keeping the paperwork current.

Before you build anything: this runs on one person's judgment, "What each agreement should cost the customer next year, and whether to keep it", held by the maintenance specialist, with the service manager. Ask me whether each of these is true in my business, one at a time:
1. The business has set a loaded labor rate and a margin floor.
2. A person sets every price before anything goes to a customer.
3. Every agreement lists the units it covers, and every work order its hours and parts.
If any is not true, stop and tell me which, and what I need in place first. Do not build around it.

Rules from others who built this and got it wrong. Keep every one:
- Review every agreement 90 days before it renews, at the current loaded labor rate, and put any under the margin floor at the top of the specialist's list.
- Read every work order on the customer's sites, tied to the agreement or not, and show which were tied.
- Use the current loaded labor rate, show the date it was set on every review, and alert when it is older than 6 months.
- Draft each price with its arithmetic, and leave the price and whether to keep the agreement to the specialist.
- Never send a price or apply an increase to many agreements at once; count who cancels in the two renewals after each increase.

The map of this system, a 3x3:
- The middle square, the judgment it all runs on: What each agreement should cost the customer next year, and whether to keep it (The maintenance specialist, with the service manager). It stays with a person.
- The work, in the order it moves: 1. Add up the cost to serve (runs on its own: Every work order on the customer's sites for 12 months, tied or not); 2. Check the units against the agreement (runs on its own: Every unit worked on, the ones not covered marked); 3. Draft next year's price (runs on its own: Against the margin floor, the arithmetic shown); 4. Flag agreements that earn too little (runs on its own: Each week, renewals in the next 90 days, the furthest under first, key accounts flagged); 5. Set the price and talk to the customer (a person does it: The specialist, with a visit for key accounts; the machine then drafts the renewal letter at that price).
- Along the bottom, what it runs on: Automation (The weekly run and the off switch.); Measure (Margin per agreement, agreements under the floor, renewals kept and lost after an increase, hours a week.); Build (The loaded labor rate and its date, the margin floor, the key account list, the renewal letter.).
Build the squares in that order, and keep the person's squares with a person.

The working set to build from:
- Trigger: A weekly run on Monday at 6:00 am; the specialist's approval of a price; an agreement's renewal signed or cancelled.
- Steps: Weekly: read every active agreement with a renewal date in the next 90 days and not yet reviewed; for each, read its price, term, covered equipment and sites; read every work order on those sites in the last 12 months, whether or not it is tied to the agreement; total labor hours at the current loaded rate, parts at cost, travel and any included calls; split maintenance from quoted repairs and service calls; list every unit worked on and mark those not covered; work out last year's margin; raise next year's cost by the labor rate change; draft a price that meets the margin floor, and a scope change for uncovered units; write a one-page review with the arithmetic; put it on the specialist's list, sorted by how far under the floor it is, key accounts flagged. On approval: draft the renewal letter at the agreed price and scope; the specialist sends it. On a signed or cancelled renewal: log it against the review, and for two renewals after any increase, count cancellations.
- Data: One record per agreement per renewal: the agreement, the customer and sites, renewal date, current price, covered units, units worked on, hours, labor cost, parts, travel, included calls, last year's margin, the labor rate used and its date, the draft price and scope, the agreed price, who approved and when, the letter sent date, renewed or cancelled.
- Review step: The specialist reads every draft, checks the totals against the work orders for any agreement under the floor, sets the price, and decides which accounts get a visit first.
- Alerts: An agreement inside 60 days with no review; a work order on a covered site that is not tied to any agreement; a unit worked on but not covered; a labor rate older than 6 months; the weekly run not running; a cancellation after an increase; and the wrong-but-green count: how many drafts the specialist had to correct even though every total matched the work orders.
- If it breaks: What you see: no reviews on Monday, every agreement at a margin of 100%, or the same agreement reviewed twice. Check first: the connection to the work orders is still allowed; the labor rate is set; the costs are posted to the work orders (a cost not yet posted reads as zero). Safe fix: turn off the weekly run; the specialist reviews by hand, as today.
- Baseline to count before switch-on: One timed week by hand: minutes for each review; how many agreements renewed last year without a review; how many carry units that are not covered; and the margin on the last 20 renewals.
- Tools by name: The workflow runner n8n (Starter, 20 euros a month billed annually); the model Claude Sonnet 5.5 ($2 per million tokens in, $10 out), for writing each review; the contractor's service management software (the posting asks for experience with Sage Service Management or comparable software). Inside the software: Sage 300 Construction and Real Estate Service Management; ServiceTitan's agreement Profitability tab and its auto-renewing report. Standalone: Thermal (base fee plus usage per completed work order; repricing suggestions on its roadmap). A service: Level (Scale, $1,500 to $5,000 a month).

It may never, on its own: Send anything to a customer; change a price or an agreement in our software; apply an increase to many agreements at once; or judge what a building's equipment needs.
Keep with a person: The price itself, every one; which accounts are key and get a visit before an increase; the site walk to confirm the equipment; the talk with the customer and any concession; sending every price and renewal; and whether to keep, cut the scope of, or let go an agreement that will not pay.
Not yet: Sending anything to a customer; changing a price or an agreement in the service software; applying an increase to many agreements at once; and judging what a building's equipment needs.

Ask me for the tools and numbers you need from my business before you start. Then build it one step at a time, and show me each step working before the next.