Sample AI Work Review

Review brief

The process is suitable for a controlled test, but the rate card and service documents need clear owners first.

Business: Fictional UK commercial maintenance company
Process: Enquiry to quotation
Review question: Can the first draft be prepared faster without handing over price or scope decisions?
Outside scope: Automatic sending, CRM replacement and free-form pricing

The current process

Commercial judgement is not the slow part. Time is lost finding the right source material and rebuilding familiar drafts.

01
An enquiry reaches the shared inbox.
02
An administrator checks the job, site and timing.
03
Rates, terms and earlier quotations are found in separate files.
04
A commercial lead resolves gaps and exceptions.
05
The quotation and reply are drafted, checked and sent.

What is getting in the way

The delays come from the way information is kept and checked, rather than the act of writing the quotation itself.

The source material is scattered.

Staff know which rate card is current from habit. The files themselves do not make that clear.

Missing details surface late.

Site access, timing and service information are often discovered after someone has started the draft.

Routine drafting hides the real decision.

Experienced staff spend time assembling standard wording before they reach the questions that need judgement.

Recommended first move

Fix the sources, then automate the draft.

Name the current rate card, terms and service descriptions. Once those sources are dependable, test a draft-only assistant that structures the enquiry, flags missing details and prepares a quotation for review.

Before a pilot

01Name an owner for each source.
02Mark current versions clearly.
03Agree which exceptions always need commercial review.

Access and responsibility

The first version prepares the work. It does not make the commercial decision.

It may read

The shared inbox, approved rate card, current terms and agreed service descriptions.

It may prepare

An enquiry summary, questions for missing information, a quotation draft and a proposed reply.

A person decides

Whether to quote, the final scope and price, any exception, and what is sent to the customer.

A narrow pilot

The first test covers one inbox and one service line. It stays draft-only until the source material and exception rules have been tested against real examples.

Included

One shared inbox
One service line
Approved source documents
Representative historical tests

Not included

Automatic sending
Uncontrolled pricing decisions
CRM replacement
Access outside the defined process

How the test would be judged

The baseline is recorded before the assistant is introduced. The pilot is judged against the same work done by the current process.

MeasureTest

Preparation timeCompare the median time from a complete enquiry to a review-ready draft.

Material correctionsRecord changes to price, scope and terms before approval.

Missing detailsCheck whether mandatory gaps are found before drafting begins.

Unapproved sendsRequired result: zero.

Review decision

Proceed after the source documents have owners.

The work repeats often enough to justify a test, and the output can be checked. The source material needs clearer control before automation is introduced.

01Owners and current versions are recorded.
02The commercial lead approves the test cases.
03The pilot remains draft-only.

A sample AI Work Review.