Use this as the manual version of a scope-change approval workflow. The goal is simple: catch the request, clarify what changed, make the price/approval decision visible, and keep customer-facing language human-reviewed.
When the customer asks for something that may change scope.
When the change is small enough to include, but should not disappear.
When the request adds time, material, or risk.
Use when the field/team is being pulled into extra work before approval.
Use inside the business before anything customer-facing is sent.
Job note, customer email, text summary, form update, or field note mentions added work, changed specs, timeline changes, or “while you’re there…” requests.
AI tags the request as included, likely billable, needs clarification, or owner-review required. This is a draft label, not a final decision.
The system drafts one of the approved notes with the request, impact, approval language, and missing details filled in.
Owner or dispatcher approves before the customer sees anything. Sensitive pricing language never auto-sends.
Track included changes, priced changes, declined requests, waiting approvals, and repeated causes of unpaid extra work.
No income claim. The value depends on scope volume, margins, approval discipline, and whether the team actually uses the queue.
I’ll map where requests show up, who decides price/scope, what language needs approval, and the first safe queue to build. If you want DIY, the $27 Quickstart gives you the operator pattern.