AI-Powered Operations Platform
LED Rebate Operations
That Scale Without Breaking
A complete AI automation system for multi-state lighting retrofit operations. Control subs, guarantee documentation, and never lose a rebate again.
7
Integrated Systems
3
Architecture Layers
100%
Documentation Enforced
The Problem
Scaling Breaks at Documentation, Not Installation
You can find subs and sell jobs. But when subs do things "their way," documentation is incomplete, rebates get denied, customers get upset, and margins disappear.
Why Scaling Fails Without Automation
flowchart TB
A["🏢 New Territory Expansion"] --> B["👷 Hire Subcontractors"]
B --> C{"Sub follows\nyour process?"}
C -- "No process\nenforcement" --> D["❌ Freestyle installs"]
D --> E["📸 Incomplete documentation"]
E --> F["🚫 Rebate denied"]
F --> G["💸 Margin loss + rework"]
G --> H["😠 Customer dissatisfaction"]
C -- "AI-enforced\nprocess" --> I["✅ Standardized install"]
I --> J["📋 Complete proof packet"]
J --> K["💰 Rebate approved"]
K --> L["📈 Profitable growth"]
style D fill:#3b1111,stroke:#ef4444,color:#fca5a5
style E fill:#3b1111,stroke:#ef4444,color:#fca5a5
style F fill:#3b1111,stroke:#ef4444,color:#fca5a5
style G fill:#3b1111,stroke:#ef4444,color:#fca5a5
style H fill:#3b1111,stroke:#ef4444,color:#fca5a5
style I fill:#0a2e1a,stroke:#22c55e,color:#86efac
style J fill:#0a2e1a,stroke:#22c55e,color:#86efac
style K fill:#0a2e1a,stroke:#22c55e,color:#86efac
style L fill:#0a2e1a,stroke:#22c55e,color:#86efac
style A fill:#1a1a2e,stroke:#6366f1,color:#c7d2fe
style B fill:#1a1a2e,stroke:#6366f1,color:#c7d2fe
style C fill:#1f1a2e,stroke:#a855f7,color:#d8b4fe
Part 1 — The Operating System
Three Non-Negotiable Control Levers
If you don't have all three, subcontractors will freelance your jobs. These are the foundation everything else is built on.
01
📋 Standardized Scope
Zero ambiguity. Every installer knows exactly what goes where.
- Site broken into named zones
- Per-zone: fixture type, count, replacement SKU, controls
- Allowed substitutions defined
- "Stop & call" rule if reality doesn't match scope
02
📸 Forced Proof
Rebate-grade documentation captured during the install — not later.
- Before / during / after photos per zone
- Barcode & serial number scans
- Label and nameplate photos
- Zone count confirmations
- Customer sign-off + geotag timestamps
03
💳 Payment = Compliance
The only reliable way to enforce behavior at scale.
- Partial payment on start
- Partial on install completion
- Holdback released only after proof packet passes audit
- Bonuses for fast, clean packets
- Chargebacks for missing docs
How the Three Levers Enforce Compliance
flowchart LR
subgraph SCOPE ["1. STANDARDIZED SCOPE"]
S1["Zone mapping"] --> S2["SKU assignment"]
S2 --> S3["Substitution rules"]
end
subgraph PROOF ["2. FORCED PROOF"]
P1["Photo requirements"] --> P2["Barcode scans"]
P2 --> P3["Count verification"]
P3 --> P4["Customer sign-off"]
end
subgraph PAY ["3. PAYMENT COMPLIANCE"]
Y1["Partial on start"] --> Y2["Partial on complete"]
Y2 --> Y3{"Proof packet\npasses audit?"}
Y3 -- Yes --> Y4["💰 Holdback released"]
Y3 -- No --> Y5["🔄 Rework required"]
end
SCOPE --> PROOF
PROOF --> PAY
style S1 fill:#1a1a2e,stroke:#6366f1,color:#c7d2fe
style S2 fill:#1a1a2e,stroke:#6366f1,color:#c7d2fe
style S3 fill:#1a1a2e,stroke:#6366f1,color:#c7d2fe
style P1 fill:#0a2e1a,stroke:#22c55e,color:#86efac
style P2 fill:#0a2e1a,stroke:#22c55e,color:#86efac
style P3 fill:#0a2e1a,stroke:#22c55e,color:#86efac
style P4 fill:#0a2e1a,stroke:#22c55e,color:#86efac
style Y1 fill:#2e1f0a,stroke:#f59e0b,color:#fde68a
style Y2 fill:#2e1f0a,stroke:#f59e0b,color:#fde68a
style Y3 fill:#2e1f0a,stroke:#f59e0b,color:#fde68a
style Y4 fill:#0a2e1a,stroke:#22c55e,color:#86efac
style Y5 fill:#3b1111,stroke:#ef4444,color:#fca5a5
Part 2 — The Seven Systems
Complete Operational Coverage
Each system handles a critical piece of the operation. Together, they form a seamless pipeline from sale to payment.
1
Rebate Intelligence
What Can We Claim, Where?
A living, versioned rebate matrix for every utility territory and program. Knows eligibility rules, required documents, incentive calculations, and common denial reasons.
AI Automated
- Screen eligibility from job inputs (address, utility, fixtures, SKUs)
- Output: Eligible / Uncertain / Not Eligible
- Generate job-specific documentation checklists
- Flag when denial rates spike (rules may have changed)
Stays Human
- Interpret unclear/ambiguous rebate rules
- Approve updates to the rebate matrix
2
Scoping Workflow
Quote Accurately Without Wasting Trips
Tiered approach: remote intake → guided video walkthrough → onsite only when it matters. Unit pricing with true-up at install.
AI Automated
- Suggest fixture types from photos
- Draft zone inventory and count ranges
- Generate BOM and proposal text from templates
- Identify missing info ("no utility bill," "controls unclear")
Stays Human
- Approve assumptions for large/unusual jobs
- Decide when onsite (Tier 3) is required
Tiered Scoping Workflow
flowchart TB
A["🏠 New Job Inquiry"] --> B["Tier 1: Remote Intake"]
B --> B1["Utility bill + hours\nCeiling height + voltage\nPhoto checklist"]
B1 --> C{"Sufficient\nconfidence?"}
C -- "Yes (small job)" --> G["📄 Generate Quote\n+ BOM + Checklist"]
C -- "Needs more" --> D["Tier 2: Video Walkthrough"]
D --> D1["Guided 10-20 min video\nZone-by-zone counts\nControls + sensors check"]
D1 --> E{"Confident\nnow?"}
E -- "Yes" --> G
E -- "High value/\nuncertain" --> F["Tier 3: Onsite Verification"]
F --> G
G --> H["📝 Contract with\nunit pricing + true-up clause"]
style A fill:#1a1a2e,stroke:#6366f1,color:#c7d2fe
style B fill:#0a2e1a,stroke:#22c55e,color:#86efac
style B1 fill:#0a2a18,stroke:#22c55e,color:#86efac
style D fill:#2e1f0a,stroke:#f59e0b,color:#fde68a
style D1 fill:#2a1d0a,stroke:#f59e0b,color:#fde68a
style F fill:#2e0a1a,stroke:#ef4444,color:#fca5a5
style G fill:#1a1a2e,stroke:#6366f1,color:#c7d2fe
style H fill:#1a1a2e,stroke:#6366f1,color:#c7d2fe
style C fill:#1f1a2e,stroke:#a855f7,color:#d8b4fe
style E fill:#1f1a2e,stroke:#a855f7,color:#d8b4fe
3
Product & Procurement Control
Installed SKU = Approved SKU, Always
The #1 rebate killer is the wrong product being installed. Since you procure/produce supplies, this is your biggest competitive advantage — if your system enforces it.
AI Automated
- Match scanned barcodes/labels to job BOM
- Flag mismatches immediately ("wrong SKU for this measure code")
- Track materials logistics (ship-to-site, supply house, etc.)
Stays Human
- Approve substitutions when supply issues arise
4
Sub Network
Reliable Electricians, Every Territory
Vet, onboard, score, and enforce. 3-5 subs per territory, all trained on your protocol.
Sub Onboarding & Scoring Pipeline
flowchart LR
A["📝 Application"] --> B["✅ Vetting\nLicense, insurance,\nworkers comp"]
B --> C["🎓 Training\nProtocol certification"]
C --> D["🔨 Trial Job\nSmall, strict"]
D --> E{"Pass?"}
E -- Yes --> F["📊 Scorecard Active"]
E -- No --> G["❌ Not approved"]
F --> H["Doc pass rate"]
F --> I["Scope variance"]
F --> J["Cycle time"]
F --> K["Callback rate"]
F --> L["Customer rating"]
style A fill:#1a1a2e,stroke:#6366f1,color:#c7d2fe
style B fill:#1a1a2e,stroke:#6366f1,color:#c7d2fe
style C fill:#1a1a2e,stroke:#6366f1,color:#c7d2fe
style D fill:#2e1f0a,stroke:#f59e0b,color:#fde68a
style E fill:#1f1a2e,stroke:#a855f7,color:#d8b4fe
style F fill:#0a2e1a,stroke:#22c55e,color:#86efac
style G fill:#3b1111,stroke:#ef4444,color:#fca5a5
style H fill:#0a2a18,stroke:#22c55e,color:#86efac
style I fill:#0a2a18,stroke:#22c55e,color:#86efac
style J fill:#0a2a18,stroke:#22c55e,color:#86efac
style K fill:#0a2a18,stroke:#22c55e,color:#86efac
style L fill:#0a2a18,stroke:#22c55e,color:#86efac
AI Automated
- Scorecard calculations (doc rate, variance, cycle time)
- Auto-generate work order packs
- Block job closure until proof is complete
- Increase verification for low-scoring subs
Stays Human
- Relationship management
- Promote/demote/remove decisions
5
Proof & Verification
Rebate-Grade Proof, Every Job
Mobile workflow that physically blocks job completion until all proof is collected. Risk-based verification tiers.
AI Automated
- Detect missing required photos
- Auto-sort photos into packet order
- Flag mismatches (count off, wrong SKU, controls missing)
- Suggest fixes before submission
Stays Human
- Final accept/reject on borderline packets
- Dispute handling
6
Coordination & Stage Gates
Jobs Move Forward Only When Ready
Prevents the two classic failures: installing before pre-approval, and finishing without documentation.
Stage 1
Signed
Docs + W-9/COI
Stage 2
Pre-Approval
Utility approved
Stage 3
Approved
Materials verified
Stage 4
Scheduled
Install complete
Stage 5
Install Done
Proof + audit pass
Stage 6
Claim Filed
RFI handled
Stage 7
Paid ✓
Reconciled
7
Claims, RFI Ticketing & Finance
Submit Correctly, Respond Fast, Track Money
Automated packet assembly, submission tracking, RFI ticketing with deadlines, and full financial reconciliation by territory and program.
AI Automated
- Assemble claim packets from stored job data
- Draft RFI responses using templates + job context
- Alert on overdue payments and missed responses
- Track expected vs received rebates + variance analysis
Stays Human
- Complex RFIs and edge cases
- Escalations with utilities
Part 3 — How It All Connects
Three-Layer Architecture
Intelligence feeds execution, execution produces proof, proof triggers payment. Feedback loops make the system smarter over time.
End-to-End Job Flow — From Sale to Payment
flowchart TB
subgraph INTEL ["🧠 INTELLIGENCE LAYER"]
direction LR
R["Rebate Intelligence\n(eligibility + rules)"] --> SC["Scoping Workflow\n(remote → onsite)"]
SC --> Q["Compliant Proposal\n+ Job Checklist"]
end
subgraph EXEC ["⚡ EXECUTION LAYER"]
direction LR
SN["Sub Network\n(assign + dispatch)"] --> PC["Procurement Control\n(BOM + logistics)"]
PC --> CO["Coordination\n(stage gates)"]
end
subgraph VERIFY ["🔍 VERIFICATION LAYER"]
direction LR
PV["Proof & Verification\n(mobile + audit)"] --> CL["Claims Assembly\n(packet + submit)"]
CL --> FI["Finance & RFI\n(track + reconcile)"]
end
INTEL ==> EXEC
EXEC ==> VERIFY
VERIFY -- "Denial → Update rules" --> INTEL
VERIFY -- "Sub failed docs → Lower score + retrain" --> EXEC
style R fill:#1e1b4b,stroke:#818cf8,color:#c7d2fe
style SC fill:#1e1b4b,stroke:#818cf8,color:#c7d2fe
style Q fill:#1e1b4b,stroke:#818cf8,color:#c7d2fe
style SN fill:#052e16,stroke:#4ade80,color:#bbf7d0
style PC fill:#052e16,stroke:#4ade80,color:#bbf7d0
style CO fill:#052e16,stroke:#4ade80,color:#bbf7d0
style PV fill:#083344,stroke:#22d3ee,color:#a5f3fc
style CL fill:#083344,stroke:#22d3ee,color:#a5f3fc
style FI fill:#083344,stroke:#22d3ee,color:#a5f3fc
Intelligence Layer
Rebate Intelligence + Scoping Workflow
Ensures you only sell jobs you can actually claim, and produces compliant proposals with job-specific checklists.
Execution Layer
Sub Network + Coordination + Procurement Control
Controls who does the work, what gets installed, and when. Prevents installs from starting without approvals and materials.
Verification Layer
Proof & Verification + Claims + Finance
Produces proof that matches the claim, submits and defends it until you get paid.
Self-Improving Feedback Loops
flowchart LR
D["🚫 Claim Denied"] --> U["Update rebate rules\n+ scoping prompts"]
U --> I["Intelligence Layer\nimproves accuracy"]
SF["📋 Sub fails docs"] --> LS["Lower score +\nincrease verification"]
LS --> RT["Retrain or remove"]
RT --> E["Execution Layer\nimproves quality"]
SV["📊 High scope variance"] --> AZ["Adjust zone templates\n+ intake checklist"]
AZ --> SC["Scoping accuracy\nimproves over time"]
style D fill:#3b1111,stroke:#ef4444,color:#fca5a5
style U fill:#1e1b4b,stroke:#818cf8,color:#c7d2fe
style I fill:#1e1b4b,stroke:#818cf8,color:#c7d2fe
style SF fill:#2e1f0a,stroke:#f59e0b,color:#fde68a
style LS fill:#052e16,stroke:#4ade80,color:#bbf7d0
style RT fill:#052e16,stroke:#4ade80,color:#bbf7d0
style E fill:#052e16,stroke:#4ade80,color:#bbf7d0
style SV fill:#2e1f0a,stroke:#f59e0b,color:#fde68a
style AZ fill:#083344,stroke:#22d3ee,color:#a5f3fc
style SC fill:#083344,stroke:#22d3ee,color:#a5f3fc
Part 4 — AI vs Human
What Gets Automated, What Stays Human
AI handles the repetitive, error-prone work. Humans keep judgment, relationships, and exceptions.
Automate
- Eligibility screening (eligible / uncertain / not eligible)
- Form population and packet assembly
- Stage gates (can't advance without required items)
- Proof checklist enforcement on mobile
- Missing-proof alerts to subs
- Barcode/BOM matching and mismatch flags
- Scorecard calculations and sub ranking
- Follow-up reminders and dashboards
- RFI response drafting from templates
- Financial reconciliation and variance tracking
Keep Human
- Final judgment on ambiguous rebate rules
- Final pricing and assumption approval for big/unusual jobs
- Sub relationship management and enforcement
- Exception approvals (change orders, substitutions)
- Customer relationship and negotiation
- Accept/reject on borderline proof packets
- Complex RFIs and utility escalations
- Strategic decisions (new territories, programs)
Your Competitive Advantage: Product Control
Because you procure and produce your own supplies, you have a unique edge — but only if the system prevents uncontrolled substitutions and proves exactly what was installed. BOM control + barcode proof isn't a back-office detail. It's a first-class part of the operating system that protects your margins and rebate success rate.
Part 5 — Minimum Viable Kit
What You Need Before the First Out-of-Area Job
Everything else can be manual at first and automated once volume demands it. These five things are non-negotiable.
1
Rebate Matrix (One Target Utility)
Eligibility gates, required docs, forms/portal steps, common denial reasons ("gotchas"), version date. The foundation for every job in that territory.
2
Sub Vetting Checklist + Contract Template
Holdback/chargeback rules, documentation requirements, "stop & call" rules. The legal and operational framework for sub compliance.
3
Proof-of-Work Workflow
Structured forms + photo uploads. Must enforce: before/during/after photos + barcode scans + customer sign-off. Can start simple; enforcement is what matters.
4
Zone-Based Scoping Template
Common building types and typical zones. Intake checklist + guided walkthrough script. The foundation for accurate remote quoting.
5
Job Tracker with Gates
Can start basic, but gates must be enforced. Seven statuses with required items per status. No advancing without meeting requirements.
MVP Implementation Roadmap
flowchart LR
subgraph MVP ["🚀 LAUNCH (MVP)"]
M1["Rebate Matrix\n(1 utility)"]
M2["Sub Contract\n+ Vetting"]
M3["Proof Workflow\n(forms + photos)"]
M4["Scoping\nTemplate"]
M5["Job Tracker\n+ Gates"]
end
subgraph GROW ["📈 SCALE"]
G1["Multi-utility\nmatrix"]
G2["AI eligibility\nscreening"]
G3["Barcode\nmatching"]
G4["Auto packet\nassembly"]
G5["Financial\nreconciliation"]
end
subgraph OPT ["⚡ OPTIMIZE"]
O1["Photo AI\nanalysis"]
O2["Predictive\nscoring"]
O3["Self-updating\nrules"]
O4["Full automation\npipeline"]
end
MVP ==> GROW ==> OPT
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