Operations dossier · Live Well Restoration × The Irvine Company
Every Irvine job already lives in one place: the email thread. The scope of work, the PO, the start date, the clearance, the punch list — all of it arrives as replies. AKWA reads that thread the way your best coordinator does, and keeps the job record current by itself. No re-keying into DASH. No hunting through Salesforce. No scrolling back through forty replies to find the PO.
01
Today a single water loss lives in DASH, in Salesforce, and in the inbox — and the inbox is the only one that's actually current. Everything else is someone re-typing what the email already said.
Today — DASH + Salesforce + inbox
With AKWA
02 —
“Agent” isn't a buzzword here — each one has a specific job, a specific trigger, and a paper trail. Together they do the coordination work that currently happens by re-reading email.
01
Runs: Every inbound email, within minutes
Recognizes which job a thread belongs to — by job number, address, or context — and files every message, reply, and SOW PDF against it. New SOWs become draft jobs automatically, flagged for a human to confirm.
02
Runs: On the first SOW and again on every reply
Re-reads the entire thread each time and pulls out the lifecycle: POs, start dates, clearance results, rebuild walks, estimate and invoice requests, permits, completion targets, daily updates, punch-list items — over thirty distinct signals, each tied to the exact sentence it came from.
03
Runs: Immediately after each extraction
Unambiguous facts are applied to the job on the spot: the PO lands on the right phase and clears the hold, the start date is set, work days are logged, the stage advances, the issue log updates. Forward-only and idempotent — it never moves a job backwards, never duplicates, and never overrides a human correction.
04
Runs: Daily sweep, plus on demand from any job
Writes a plain-English read of where each job stands and prepares the follow-ups a coordinator would send — PO chasers, start-date confirmations, invoice reminders — as ready-to-use drafts. AKWA never sends them; today, you do.
05
Runs: Continuously, on live data
Twelve conditions watched on every active phase — blocked, estimate due, invoice requested, open issues, gone quiet, stuck past SLA — ranked into one dashboard queue that says what needs attention, why, and for how long.
06
Runs: On request, from the schedule board
Proposes crew and vehicle assignments for upcoming work days based on availability and history. Always reviewed by a person before it touches the schedule.
Guardrails: AKWA's Gmail access is read-only. It never sends, replies, labels, or deletes. Every automated change is forward-only, idempotent, audited with before → after, and a human can correct anything — corrections stick.
03
This is your SOP — SOW to final inspection — as one Irvine thread actually unfolded (details redacted). Left: what the email said. Right: what AKWA did about it, without being asked.
01Scope of work arrives
Irvine EHS · initial email + SOW PDF
“Please find the attached scope of work… This is a Level 2 remediation for the Primary Bathroom. Asbestos was not detected. In accordance with SOP 719, relocation is Required.”
AKWA, automatically
02Estimate requested — 1-business-day SLA
Irvine EHS
“Please provide: next available start date · initial remediation estimate (within 1 business day) · whether permits are required.”
AKWA, automatically
03PO issued in a reply
Irvine Resident Services
“Please see the below remediation PO: Purchase Order #6000111111.”
AKWA, automatically
04Start date confirmed
Irvine Resident Services
“We're good to begin on Monday 6/1, the unit is vacant.”
AKWA, automatically
05Daily tech updates
Live Well technician
“Started today 06/01 — completed demo and detailed cleaning. Dry out / monitor 06/02–06/05. Completing by 06/05.”
AKWA, automatically
06Clearance
Irvine project manager
“This is on today's schedule, thanks!” … “This project passed clearance criteria — remove equipment and proceed with rebuild. Please submit your remediation invoice in Coupa.”
AKWA, automatically
07Rebuild: PO, trade schedule
Both sides of the thread
“Please use PO 6000222222 for the Rebuild work.” … “Day 1 – Drywall 6/4 · Day 2 – Cabinets 6/5 · … · Day 5 – ERR Rebuild Walk Ready 6/9. Permit: not required.”
AKWA, automatically
08The messy ending — where jobs go quiet
Irvine PM ↔ Live Well
“Ready for me to walk this afternoon?” … “Plan on walking tomorrow — there are a couple things I want my team to address.”
AKWA, automatically
09Final inspection & close-out
Irvine project manager
“This project has successfully passed the final rebuild inspection. Please submit your invoices for approval in Coupa.”
AKWA, automatically
Every chip above is a real, audited change — visible in the job's activity log, attributed to the agent, with the sentence of email that justified it.
04
Not a mock-up — these run on your live jobs right now.
Blocked → overdue → billing → open issues, each row says why it's there and how long it's been waiting.
A new SOW becomes a draft job with phases, property, and customer — before anyone opens DASH.
POs, start dates, work days, clearance, walks, invoices requested — applied from the thread automatically.
End-of-job issues are logged, tracked, and resolved — including ones you add by hand. Nothing falls into the last week of a job.
The exact chaser email a coordinator would write, prepared per job. Copy, adjust, send.
Every automated change is logged with before → after, distinguishable from human edits, with the email evidence attached.
05
The aim isn't a fourth system next to DASH and Salesforce — it's the last system. Each step below removes another reason to open the old ones.
In progress
AKWA prepares the initial estimate reply — scope, durations, candidate start dates — from the SOW and precedent jobs, inside Irvine's 1-business-day SLA.
The trades directory with insurance, W-9, and license expirations tracked — and assignable to work days.
Bringing the SD office inbox into the same pipeline so every region's threads are covered.
Next
Today's assignment, the floor plan, and a one-tap daily update from the unit — which becomes the email update and the work-day log in one motion.
When the thread says “submit your invoice in Coupa,” AKWA assembles the invoice from the phase's own numbers and walks it through submission.
Crew time and PTO synced into the schedule board, so suggested assignments already know who's actually available.
The drafts AKWA already writes — PO chasers, schedule confirmations, daily updates — sent from AKWA with your approval, then tracked in the same thread.
Later
When AKWA holds the full lifecycle, DASH and Salesforce become exports, not workflows. One system, one login, one source of truth.
A morning brief per coordinator: what changed overnight, what's due today, what the agent handled while you slept.
Plan work days in AKWA first — and the “Day 1 – Drywall…” email writes itself from the schedule, not the other way around.
Project AKWA
Built for Live Well Restoration's Irvine Company workflow. Read-only email, audited automation, humans always in control.
Open AKWA →