1. Replacement-part approval card
Copy/paste fields:
- Customer/job:
- Original part, model, serial, photo, or invoice line:
- Requested replacement part:
- Reason for replacement: failed part, wrong part, upgrade request, warranty issue, safety concern, backorder substitution, technician recommendation, or customer preference:
- Verified source links: technician note, vendor quote, manufacturer spec, warranty policy, photos, invoice/estimate, customer message:
- Price impact: same price / higher / lower / unknown:
- ETA impact: no change / delay / faster / unknown:
- Owner/reviewer:
- CRM label: replacement_part_review / warranty_hold / price_change_review / backorder_substitution / needs_owner_review:
2. Customer-safe option text
Approval-needed reply: “I’m checking the exact part details before we confirm a replacement. I’m verifying the model/spec, warranty or price impact, and the expected timing so we do not give you the wrong option.”
Option reply after approval: “We verified [part/source]. The approved options are: [option A with price/ETA], [option B with price/ETA]. Please reply with the option you prefer before we order or schedule the next step.”
Do not say: “covered,” “free,” “same-day,” “in stock,” “manufacturer approved,” “no price change,” “warranty included,” or “safe to use” unless the source record and owner review support that wording.
3. AI draft prompt with guardrails
You are helping a local-service business organize a replacement-part decision.
Use only the verified facts below. Do not invent part compatibility, warranty coverage, price, availability, ETA, safety status, manufacturer approval, refund eligibility, or customer consent.
Facts I can verify: [paste replacement-part approval card]
Create:
1) a short internal decision summary;
2) customer-safe questions if facts are missing;
3) a customer reply that offers only owner-approved options.
If warranty, safety, price, or ETA is unclear, write NEEDS OWNER REVIEW instead of a promise.STOP AUTOMATION
- Do not let AI approve a replacement part, substitution, upgrade, warranty decision, refund, fee waiver, price change, or ETA.
- Stop if the replacement affects safety, code, warranty, financing, insurance, manufacturer compliance, or job scope.
- Do not order parts or send customer-facing commitments until owner/reviewer approval is recorded.
- Escalate if photos, model numbers, compatibility, or vendor quotes are missing.
4. Weekly review questions
- Which replacement requests repeat by part, technician, vendor, model, or service type?
- Which jobs needed owner review because source proof was missing?
- Which customer updates caused confusion about price, ETA, warranty, or compatibility?
- What approved reply belongs in the Local Lead Rescue swipe file?
Product bridge: Add this approval card next to Local Lead Rescue quote, supplier, change-order, warranty, and technician-handoff templates so local-service teams can respond quickly without inventing part promises.