Solutions · Agent spotlight
The Work Order Reconciliation Agent
Every closed work order gets opened, read, compared to a contract, checked against a budget, and corrected — by a person, one at a time. It is the most repeated, lowest-judgment, highest-leakage hour in field service operations. This agent does it in nine seconds, on every job, and hands a human only the decisions that need one.
- 14 min → 9 sec
- Per work order
- 100%
- Work orders reviewed
- 8%
- Escalated to a human
- $1,024
- Recovered on the demo job
The workflow
Six steps. Fourteen minutes. Eighteen hundred times a month.
Today: an hourly coordinator
- 1Open the closed work order in the field service system
- 2Read technician notes and reconcile logged time entries
- 3Look up the customer's service agreement and billable rates
- 4Compare actual hours and parts against the job estimate
- 5Spot anything unbilled, miscoded, or outside the contract
- 6Correct the invoice, then chase an approval by email
Backlog builds on Mondays. Older jobs get skimmed. Leakage is found in the quarterly close, if at all.
With the agent
- Triggered the moment a work order is marked complete
- Reads the same records through a read-only API
- Applies the same contract rules, every time, in order
- Writes a corrected draft — never a posted invoice
- Escalates only genuine judgment calls to a manager
- Logs every decision with the evidence behind it
The coordinator stops processing the queue and starts working the exceptions the agent surfaces.
Live simulation
Watch the agent work a real work order.
Work Order Reconciliation Agent
Processing WO-48213 · Northeast Region · Fire & Life Safety
- 1
Read the closed work order
human: 2 min · agent: 0.9sPulls WO-48213 from FieldHub via read-only API: technician notes, time entries, parts used, photos.
- 2
Match labor and parts to the contract
human: 4 min · agent: 1.1sCross-references the customer's service agreement, billable rates, after-hours multipliers, and covered parts.
- 3
Verify against the job budget
human: 3 min · agent: 1.0sCompares actual hours (11.5) to estimated hours (8.0) and recalculates gross margin on the job.
- 4
Detect the exception
human: 3 min · agent: 1.2sFinds 3.5 unbilled overtime hours and one non-covered part ($412) that would have shipped as written off.
- 5
Draft the corrected invoice + notify owner
human: 2 min · agent: 1.0sWrites the corrected invoice draft back to FieldHub, tags the service manager, and logs the audit trail.
—
vs. 14 minutes manually
—
Recovered on WO-48213
—
Written back for human approval
Cost of the redundancy
The same workflow, priced two ways.
Your workflow
Model assumes the agent handles the full workflow and escalates 8% of work orders to a human for judgment. Illustrative — not customer results.
Hourly employee
$17,220
per month · 420 hours
- Queue clears once per day, at best
- Exceptions found only when someone looks
- Quality varies by person and by week
With the agent
$1,378
per month · 34 review hours
- Every work order checked, continuously
- Exceptions surfaced within seconds of close
- Identical logic applied every single time
$15,842
Monthly labor savings
$190,109
Annual labor savings
2.2 FTE
Capacity returned to the team
Anatomy of the agent
How it actually works.
1 · Connect
Read-only API credentials to the systems you already run — field service platform, ERP, contracts, timekeeping. No migration, no schema changes, no writes to your source of truth.
2 · Trigger
The agent listens for a business event: a work order status flips to complete. Events, not schedules, mean the work is reconciled minutes after it happens instead of weeks later.
3 · Reason
The agent assembles the job's full context, then applies your rules — rate tables, overtime multipliers, covered parts, margin thresholds — and uses AI to interpret the unstructured parts: technician notes, photos, and free-text descriptions.
4 · Decide
Confident, in-policy corrections are drafted automatically. Anything ambiguous, high-dollar, or outside a confidence threshold is routed to a named human with the evidence attached.
5 · Act
The agent writes a draft invoice back through the platform's public API, tags the owner, and posts the summary to the channel your team already lives in.
6 · Learn
Every human override is captured. Recurring corrections become new rules, so escalation volume falls month over month instead of holding flat.
Trust
Autonomy with a hard boundary.
Read-only by default
The agent reads through your platform's supported API and writes only drafts. It never posts, deletes, or alters a system of record.
Human in the loop
Approval thresholds are yours. Anything above a dollar amount, or below a confidence score, waits for a person.
Fully auditable
Every action stores its inputs, the rule applied, the reasoning, and the outcome — exportable for finance and compliance review.
The pattern repeats
One agent proves it. The pattern scales across the business.
Renewal Preparation Agent
- Redundancy removed
- Manually assembling contract history before every renewal
- Outcome
- Renewal packets drafted 60 days out, with pricing variance flagged
Inspection Deficiency Agent
- Redundancy removed
- Reading inspection reports to find open deficiencies
- Outcome
- Deficiencies extracted and quoted the same day, not next quarter
Purchase Reconciliation Agent
- Redundancy removed
- Three-way matching POs, receipts, and vendor invoices
- Outcome
- Only true mismatches reach AP, with the discrepancy pre-explained
Dispatch Exception Agent
- Redundancy removed
- Watching the board for jobs slipping past SLA
- Outcome
- At-risk jobs flagged before the customer notices, with a reassignment proposed
Pick your most repeated workflow. We'll agent it first.
In a 30-minute session we map one workflow, quantify what it costs you today, and scope the agent that removes it — measured against your own baseline.