A recurring renewal becomes another manual job
Finding the prior proposal, checking the right site and updating the dates and terms takes office time before the customer sees anything.
FOR COMMERCIAL MAINTENANCE AND FIELD SERVICE TEAMS
AI renewal proposals and repair quotes for maintenance teams.
The service agreement is due for renewal. Someone still has to find last year’s proposal, check the scope and send the new version. Meanwhile, a technician’s report is waiting in the inbox, and the repair quote has not reached the customer. Your team has done the fieldwork. The office handoff is still unfinished.
We implement agentic solutions around your renewal and service workflows, with reviewed proposal drafts, clear ownership and supported connections to your existing tools. Built with security in mind, with controlled access and human approval.
A conversation with Yuval about where work gets stuck and what to fix first.
WHO THIS IS FOR
For the team responsible for recurring service revenue.
Your firm
You run a US commercial maintenance or field-service business with recurring service agreements, such as HVAC, fire and life safety, security or equipment service.
Your role
You are the owner, service manager or operations lead responsible for renewals, technician reports and repair follow-up.
Sound familiar?
Your team still rebuilds proposals or moves findings between an ERP, field-service system, forms, email and spreadsheets, despite the features already available in your software.
THE PROBLEM YOU KNOW TOO WELL
The renewal and the repair quote are waiting on the office handoff.
Recurring agreements and technician reports should reach the right reviewer with the source information intact. Manual copying and scattered follow-up make that harder than it needs to be.
The report arrives before the follow-up does
A technician records a finding, but the form waits for review. The person preparing the repair quote has to reopen the file and reconstruct what needs attention.
No one can see the next step across the whole queue
Sent proposals, unanswered renewals and accepted work sit in different places. Staff chase updates instead of seeing which customer needs a decision and who owns it.
WHAT COULD CHANGE
Keep the office work moving after the service is due.
Give the service team a clear queue of renewal drafts and next actions. When technician findings need follow-up, keep the original evidence beside the person responsible for reviewing it.
Use office time for the exceptions
Prepare repeat information from approved records so staff can focus on changed terms, missing details and customer decisions.
Make renewal ownership visible
See which agreements are due, which proposals are waiting for approval and which replies need attention. Measure follow-through across the renewal cycle.
Move confirmed findings toward a reviewed quote
In the optional report module, link each finding to its source and next action. Reduce the need to rediscover the same detail across forms, emails and quote drafts.
AGENTS AT WORK
Less chasing.
More work moving.
We implement the agents, connect your tools and shape the work around your team.
A renewal queue with reviewable proposal drafts
Bring due agreements and the previous approved scope into one queue. Prepare updated dates, terms and prices from your rules, with missing or conflicting information clearly flagged.
Approved sending and follow-up in your workflow
Connect the reviewer, authorized mailbox and shared status record. Record what was approved and sent, apply agreed reminder rules and hand accepted work to scheduling.
An optional technician report and repair module
Surface reported findings beside their source, assign a reviewer and prepare repair-quote drafts from confirmed work and approved parts and labor pricing. Keep technical judgment and release with your team.
Controls and a practical handover
Make duplicate records, missing fields and failed syncs visible. Test the workflow on past work, run a controlled pilot and train the office and service owners who will use it.
IMPLEMENTED FOR YOU
We handle the build.
Your team keeps moving.
An agentic solution built around your business: AI agents that carry out the connected steps, with your team in control of key decisions.
- 01
Show us where it gets stuck.
Walk us through one recurring bottleneck. We map the work, the people and the tools, then agree on a useful first implementation.
- 02
We build and connect it.
We configure the agents around your process and connect the CRM, files and communication tools the work depends on.
- 03
Test it together. Put it to work.
We test real examples with your team, refine the handoffs and train the people who will use it before rollout.
YOUR CRM. YOUR TOOLS.
Built around the systems you already use.
We check what your existing ERP and field-service software can already do before proposing a build. Then we map the remaining manual work and connect the supported records, forms and communication channels.
Outlook
Gmail
Google Drive
HubSpot
Salesforce
Slack
Examples of tools we can connect. We confirm your software, access and required actions during mapping. Using something else? Tell us your setup.
A FOCUSED FIRST STEP
Start with one renewal month and one agreement type.
Use a completed renewal period to establish the correct customer list, proposals and review steps. Test the workflow against those examples before a controlled live cycle. Add technician reports only as a separately agreed module.
Talk about your renewal workflowMeasure the work your team can control.
Compare preparation and review time on your own renewals, including exceptions. Track the report-to-reviewed-draft interval separately from customer response or repair scheduling; a prepared draft does not establish a sale.
What we test before expanding
- Staff preparation and review minutes per renewal
- Due agreements without a reviewed proposal or owner
- Quote corrections and duplicate records before release
- Time from confirmed technician finding to reviewed repair draft
YOUR IMPLEMENTATION PARTNER
Work with FutureProof.
I’m Yuval Keshtcher, founder of FutureProof Agents. We connect process mapping, AI development and your existing tools in one scoped project, from the first workflow conversation through testing and handover.
Meet FutureProof AgentsBEFORE WE START
Good questions.
Clear answers.
Who should use this?
Commercial service businesses that manage recurring maintenance agreements and still have a repeatable office handoff to improve. We confirm the volume, workflow owner and existing software capabilities before recommending a build.
What if our field-service software already has renewals?
We start there. Configuration or better use of native features may be enough. A custom agentic solution makes sense when a specific gap remains, such as customer-specific rules, incomplete source data or a handoff between systems.
Can this work with our ERP, forms and email?
We review your exact systems, access and data first. The first implementation uses a defined set of supported connections or approved imports. We do not assume every system exposes the same fields or actions.
Does the agent decide whether equipment is safe or a repair is required?
No. It organizes reported findings and prepares work for review. Qualified service staff retain technical and safety decisions, and your commercial owner approves pricing and customer-facing work.
Are technician reports included in the first renewal project?
They are a separate module. We can scope finding review, repair-quote drafts and later form preparation once the source records, pricing and supported access are confirmed.
How quickly will this improve the process?
We agree the implementation schedule after reviewing your tools and examples. The pilot compares preparation, review and handoff time with your current process. We do not assume a time-saving or renewal-rate result in advance.
LET’S LOOK AT YOUR BOTTLENECK
Which renewal is still waiting for someone to rebuild it?
Walk through a recent renewal with Yuval: the previous proposal, the review and the follow-up. We’ll check the tools you already have and identify a practical first workflow to implement.
- Tell us what gets stuck and which tools you use.
- We review the details before speaking with you.
- You can choose a call time after submitting.
A brief description is enough. Please keep confidential client records and passwords out of the form.
YOUR INQUIRY IS IN
Let’s talk about your first implementation.
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