Build an AI Operations Assistant for HVAC/Refrigeration

Short Job Post We are a growing commercial HVAC, refrigeration, and foodservice equipment service company in Florida. A large portion of our work involves receiving service work orders, assigning technicians, tracking job status, collecting field notes and photos, preparing professional service reports, creating estimates and invoices, ordering parts, and following up on open jobs. We are looking for an experienced AI automation developer or small team to build a secure, reliable AI operations assistant that reduces manual office work and keeps every work order organized from receipt through completion and invoicing. This is not a request for a simple chatbot. The system must support structured workflows, retain the complete history of each work order, extract information from emails, messages, PDFs, photos, and technician notes, generate professional drafts, track missing information, and require human approval before sending important messages, estimates, or invoices. The first version should focus on reliable data capture, work-order tracking, technician follow-up, report generation, estimate and invoice preparation, and a daily management dashboard. Additional integrations and autonomous actions may be added after the core workflow is proven. Please apply only if you have experience building production AI agents or workflow automation systems involving document extraction, email, databases, approval workflows, audit logs, and business software integrations. In your proposal, include: Examples of similar AI automation systems you have built. Your recommended architecture and technology stack. How you will prevent hallucinations, duplicate actions, and unauthorized sending. How you will structure the work-order database and maintain an audit trail. A milestone-based timeline and fixed-price estimate for the MVP. Expected monthly operating costs after launch. What access, API credentials, and sample data you would need from us. Do not submit a generic proposal. Begin your proposal with the words “HVAC AI Workflow” and briefly describe how you would process a new work order from receipt to a completed invoice draft.