Friday Fives: write-ups tidied, quotes built, site history attached
Five Build Concierge automations for the week of 11 September: tidier write-ups, matched job requirements, faster quotes, site history and recall visits.
What's in this week's edition
Friday Fives is Build Concierge’s weekly look at five automations and the work they take off your team’s hands.
This week starts with a question: what if every new job arrived already knowing what happened last time? The access code, the temporary repair, the fault mentioned on three separate visits. Your engineers already capture it. Build Concierge puts the relevant history onto the next job.
Alongside that: write-ups tidied before the client sees them, engineer and vehicle requirements set before scheduling, a client’s spreadsheet turned into a priced quote, and a recall notice turned into a booked visit.
Engineer write-ups tidied
Your engineer writes up what happened on site at the end of a long day, often one-handed on a phone in the van. Build Concierge tidies the spelling, grammar and clarity before that text reaches the client, keeping exactly what the engineer said and changing only how it reads.
The work can be technically right and still look careless on paper. Misspelled client names, compressed notes and unclear wording leave the office tidying things up or ringing the engineer to find out what they meant.
- Clients receive clear write-ups that sound like your business.
- Engineers keep writing in their own words, without changing how they work.
- The office gets back the time it used to spend tidying notes on every job.
Engineer and vehicle requirements
Build Concierge reads the job description and matches what the work needs against your engineer certifications and vehicle attributes. Requirements such as a DBS check, ladders, a tail lift or a roof rack are set on the job before it reaches the scheduler.
That knowledge often lives in one experienced person’s head. When it is missed, an engineer can be turned away at reception or a van can arrive without the kit the job needed, costing the visit, the travel and a conversation with the client.
- The scheduler chooses from engineers and vehicles that meet the job’s requirements.
- Access and equipment needs are visible before anyone is sent to site.
- The checks still happen when your experienced scheduler is on holiday.
Spreadsheets turned into quotes
A client emails over a spreadsheet of works. Build Concierge reads every line, extracts the description, quantity and price, matches the client and site, and builds the quote in your job management system. Nobody has to open the file or retype a row.
By hand, the same spreadsheet can sit in an inbox for days because turning it into a quote means setting aside a morning. Long lists make it easier to miss a line, and sometimes the client is already chasing before the quote is finished.
- The quote is built the same day the spreadsheet arrives.
- Every line carries through, whether the tender has two rows or twenty.
- Your team can respond without spending the morning copying a spreadsheet.
Site history attached
When an engineer completes a job, Build Concierge reads the worksheet and records what was done and where against the site. When another work order arrives for that site, it checks the recent history, picks out work in the same part of the building, and attaches it to the new job before anyone opens it.
Without that context, a recurring fault looks like a new one. Work gets repeated because nobody remembers the last visit, and the client can end up being billed twice for the same thing.
- Engineers arrive with the recent history, not just the new work order.
- Recurring faults are recognised before the same repair is tried again.
- Nobody has to maintain and check a separate spreadsheet of past visits.
Recall notices turned into visits
A recall notice arrives by email as a PDF, asking you to send someone back to a job. Build Concierge reads it, identifies the customer and site, and raises the visit with the right deadline attached before anyone has to open the file.
Left in an inbox, the notice still needs someone to work out where it belongs, how urgent it is and what needs booking. The deadline can pass before anyone picks it up.
- The notice becomes a scheduled visit for the right site and customer.
- The original document is attached for whoever attends.
- There is a clear record of when the notice arrived and what happened next.
See these automations running in your operations
Ready to put one of these to work? Whether you’re exploring Build Concierge or already have an account, get in touch to see what it would look like on your own jobs and what’s needed to set it up.
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About the author
Simon leads operations at Build Concierge and writes Friday Fives, a weekly look at five real automations businesses are using to save time and cut costs.
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