The brief turns a “quote by Friday” request into the two things that actually protect the opening date: a site measure this week and the landlord’s sign approval letter. The price becomes a band from past jobs, so the owner decides early whether to involve Dr. Hallam.
4 records.
4 automatic steps.
One human check.
What goes in
4 ordinary records, nothing prepared specially for AI. Every fact in the finished work traces back to one of them.
How the work runs
Set up once: the brief instructions, our quoting rules and the two past-job summaries live in one saved project. After a call, the notes go in and the brief comes out. None of the steps below is a manual task after the first time.
A saved project is a folder inside your AI tool that keeps its instructions and reference files between conversations, so nothing is re-explained.
The saved project reads the notes, the CRM card and the prospect’s website together. It already knows our quoting rules and past jobs.
Every statement is tagged with its source. Anything Priya implied but did not say becomes a question, not a fact.
Opening in seven weeks is compared with the six weeks our similar job took and its three-week permit. That shows how little slack there is.
The price stays a band from past jobs, the install date stays unpromised, and the two photos Priya asked for are named as attachments.
Confirm the price band, pick the site-measure morning, decide whether to copy Dr. Hallam, then send.
What comes out
This is the actual review copy, not a description of it. Read it the way the owner would, with the records above open beside it.
Prepared for review · fictional records
A fourth clinic that opens in seven weeks, looks like the other three and opens on time. The buying pressure is the date, not the price: the previous supplier missed clinic three’s opening [C1].
The full scope (illuminated fascia, six-room wayfinding, window vinyl) will very likely exceed Priya’s 5,000 approval limit, so Dr. Hallam is part of this decision even though we have not met him [C1, R2].
| What we know | Source |
|---|---|
| Fourth clinic in a strip plaza; opens seven weeks from the call | C1, W1 |
| Exterior sign needs the landlord’s approval | C1 |
| Wants a fascia sign matching the three existing clinics (blue on white, illuminated), wayfinding for six rooms, window hours vinyl | C1, W1 |
| Priya approves under 5,000; Dr. Hallam approves above | C1 |
| Last supplier took eleven weeks and missed an opening | C1 |
| Referred by the plaza’s property manager, Tom D. | R1 |
| Our similar job: six weeks from approval to install, three of them waiting on the permit; band 7,800 to 9,600 before tax | R2 |
| Step | Depends on | Latest start |
|---|---|---|
| Site measure and landlord approval letter | Priya, landlord | This week |
| Quote approved | Dr. Hallam | Week 1 |
| Permit application (about three weeks to grant) | Landlord letter | Week 1 |
| Fabrication (about two weeks) | Permit granted | Weeks 4 to 5 |
| Install (one day) | Site ready | Week 6 |
| Clinic opens | Week 7 |
Offer a 30-minute site measure this week instead of a quote by Friday. A quote before a measure is a guess we would redo [R2], and a measure is the first real date Priya gets. Send the two dental photos she asked for, and give the past-job price band now so Dr. Hallam is involved early rather than at the end.
Thanks for the call today. You said the last supplier missed clinic three’s opening, so here is how we would protect your date.
Two things move fastest if we do them this week: a 30-minute site measure at Willow Creek, and the landlord’s written sign approval, which we need before we can apply for the permit. On our last similar job in that municipality, the permit took about three weeks, and it was the longest step.
On similar clinic work, an illuminated fascia plus interior wayfinding has landed between 7,800 and 9,600 before tax; the window vinyl would be extra. Your quote will follow the measure, so it is based on real dimensions rather than a guess.
Two photos of recent dental clinic signs are attached. Could you send the interior drawings, and let me know which morning this week works for the measure?
Human review
The brief must not turn “match the other clinics” into a specification or the price band into a quote. The permit lead time and the figures come from our own records [R2], not from the prospect. The measure morning is the owner’s to choose. Nothing is sent until the owner has read it.
Try it
The complete fictional pack and the instruction are below. Paste both into an AI chat you are allowed to use, then compare what comes back with the brief above.
Copy the notes and instructions into an approved AI chat.
The brief must not turn “match the other clinics” into a specification or the price band into a quote. The permit lead time and the figures come from our own records [R2], not from the prospect. The measure morning is the owner’s to choose. Nothing is sent until the owner has read it.
Before trying this with real work, confirm that the AI tool may use those records and that someone can check important mistakes. Otherwise, keep using fictional details.
Try it with your last discovery call: the notes, the CRM card and one similar past job. Judge the brief by whether it names what you still need to learn before you quote.
