Sample, fictional business. Six-person plumbing company, quote follow-up autopilot.
Guardrail Sheet: quote follow-up autopilot
| System and version | Quote follow-up autopilot, workflow v1.2, live since 3 March 2026. Client: Northside Plumbing (fictional), six people. |
|---|---|
| What it does | Two days after a quote is sent with no reply, it drafts a follow-up in the owner's voice from the quote and the job notes. A second draft is prepared at day seven. It never changes a price. |
| Approval gates | Every follow-up waits in the approval queue until the office manager approves, edits, or discards it. Nothing is sent to a customer without that click. Any draft that mentions a discount is held for the owner. |
| What stays human | Pricing, discounts, and any change to a quote. Complaints, and any reply to an unhappy customer. The decision to stop following up. |
| Audit trail | Every run writes one ledger line: date, quote number, draft text, who approved or discarded it, and when it was sent. The ledger belongs to the client and is exported monthly. |
| Spend caps | AI usage capped at CAD $25 a month, alert at 80%. At the cap the autopilot stops drafting and the office is told. Nothing is sent automatically. |
| Data handling | Inputs: customer first name, quote number, job summary. No payment details. The AI provider receives only those fields and does not train on them. Drafts kept 12 months. Data-handling score: 1 of 3 (three fields, no payment or health data). |
| Model and version record | Drafting model ID and prompt version (p3) written in every ledger line. Model changes go through change control. |
| Staging and release | Tested against 40 past quotes in a staging copy. Independent check before go-live: passed, 28 February 2026, by a reviewer who did not build it. |
| Change control | Guardrail changes are staged, written out in full, and take effect after a 24-hour cooling-off period. Wording changes to the draft template are exempt. |
| Operator of record | Tekefy, named operator. Reply within one business day. Monthly report generated from the ledger. |
| Signatures | Client owner: ____________________ Date: ________ Tekefy operator: ____________________ Date: ________ |