# Track paperwork holds: missing photos, forms and sign-offs
By The Workshaped Lab · Tier: Workflow integration · Industry: Construction & Trades, Field Service · Function: Paperwork & Compliance · Mode: Human approval · Autonomy: Suggest · Prompt tested: 2026-10-14 (gpt-5-mini, synthetic sample, checked by hand)
Provenance: Idea, prompt tested on synthetic data. Tools: Job list (sheet / export), Any chatbot, n8n (optional)

Jobs get done but can't be invoiced or paid because a photo, a signed form or a permit sign-off is missing. This setup lists every held job with what's missing, the deadline, and a drafted follow-up for a person to send.

## The problem
Networks, insurers and general contractors hold payment until paperwork is complete. The missing piece is usually small (one photo, one signature) but nobody owns chasing it, so money sits for weeks and some claims expire.

## Why it works
Whether a job has every required document is a checklist, so code compares each job against the required list per job type. The model only drafts the follow-up message to the tech or customer. A person sends it.

## Who it's for
Contractors, installers and service companies paid by networks, insurers or general contractors that require photos and forms.

## Step by step
1. Write the required documents per job type (e.g. before/after photos, signed completion form, permit number).
2. Export completed jobs with what's been uploaded.
3. Compare in code: list missing items per job and the days left before the submission deadline.
4. Sort by deadline and value.
5. Draft a short follow-up per job for the tech or customer; a person sends it.
6. Re-run daily until the list is empty.

## Pitfalls to avoid
- Requirements differ by client and job type: keep them in one table, not in the prompt.
- File names lie ("photo1.jpg"): check the upload category, not the name.
- Don't send follow-ups to customers automatically; tone matters after a job.

## Free kickstart prompt (paste into Claude, ChatGPT or Grok)
```
Act as a paperwork coordinator for my [TRADE] business. Today is [DATE].
Required documents by job type:
[PASTE e.g. Install: before photo, after photo, signed completion form | Repair: after photo, signed form]
Completed jobs with what's been uploaded and the submission deadline:
[PASTE JOB LIST]
1. Give me a table of every job that is missing something: job ID, job type, missing items, days until the deadline, value if given. Sort by deadline.
2. For the 5 most urgent, draft a short, polite message to the tech (or customer, if a signature is missing) saying exactly what's needed and by when.
Only use the requirements I listed. If a job type isn't in my list, put it under "check requirements". Don't mark anything as received unless the list says so.
```

Web: https://workshaped.ai/use-cases/paperwork-holds/