Check client requests against the agreed scope
Compare new requests with the client’s agreed deliverables. Separate additional work before it enters the delivery queue.
How this works
Compare new requests with the client’s agreed deliverables. Separate additional work before it enters the delivery queue.
Treat scope review as a comparison of the new request with the latest agreed deliverables. Identify additions, substitutions and ambiguities separately so the delivery team does not absorb unpriced work by default.
Before you start
Defined operating scope
Your team sells retainers or projects with defined deliverables.
Required source material
Obtain Client request; Approved scope and amendments; Account owner. If connectors are unavailable, use authorized files with the same fields.
Decision and exception rules
A request partly matches the retainer. Split included and additional components; do not classify the whole request as included.
Prepare the inputs
- request_id
- Required
String and request text
Keep the exact requested action and requester.
- account_id
- Required
String
Resolve one client account.
- scope_version
- Required
Agreement and amendment references
Use the latest effective approved set.
- deliverable_rules
- Required
Array of inclusions, exclusions and limits
Retain clause references and consumed allowance when known.
Implementation, step by step
Establish the working record
- Confirm the selected records, effective versions and responsible owner.
- Check request_id, account_id, scope_version, deliverable_rules before beginning. Record the source version and the selected scope; an unavailable value stays unknown rather than becoming an inferred fact.
Checkpoint: The input record identifies the selected request_id and any missing required fields.
Retrieve the current scope for the correct account
- Resolve the account and effective scope, then check whether a later amendment changes the relevant allowance.
- Trace every included or excluded classification to the current scope text.
Checkpoint: A saved intermediate result for: Retrieve the current scope for the correct account.
Match the request to explicit deliverables or exclusions
- Split bundled requests into independently assessable deliverables and match each against an inclusion or exclusion.
- Reconcile monthly allowance, completed work and the new request using the same counting unit.
Checkpoint: A saved intermediate result for: Match the request to explicit deliverables or exclusions.
Mark uncertain or additional work with supporting passages
- Calculate any stated allowance usage from confirmed records. Label missing usage unknown instead of assuming remaining capacity.
- Trace every included or excluded classification to the current scope text.
Checkpoint: A saved intermediate result for: Mark uncertain or additional work with supporting passages.
Send the account lead a review or estimate request
- Prepare an intake decision for the account lead with requested work, matching clauses, unresolved facts and any estimate needed.
- Reconcile monthly allowance, completed work and the new request using the same counting unit.
Checkpoint: A saved intermediate result for: Send the account lead a review or estimate request.
Package the result and unresolved work
- The account lead confirms scope before work starts or a commercial reply is sent.
- Do not start additional work or send commercial terms merely because the assistant classified the request.
Checkpoint: An intake queue with scope questions and owners. Unresolved items remain visible in the review record.
Decisions along the way
A request partly matches the retainer.
Split included and additional components; do not classify the whole request as included.
An amendment conflicts with the base agreement.
Retain both passages and ask the account lead which approved amendment is effective.
Consumed allowance is unavailable.
Request the delivery ledger and hold the capacity decision; do not infer zero prior use.
What you will produce
client-request-scope-review-result.json
JSONAn intake queue with scope questions and owners. Label proposed and completed states separately.
Include: request_id · request_components · scope_classification · clause_reference · allowance_remaining · estimate_needed · status · evidence_reference · review_note
client-request-scope-review-review.md
MarkdownKeep the evidence and unresolved decisions needed to apply this result, including exceptions involving deliverable_rules.
Include: source_reference · question · owner · next_action
Check the result
- Trace every included or excluded classification to the current scope text.
- Reconcile monthly allowance, completed work and the new request using the same counting unit.
- Inspect request_id and account_id in both the original and output; confirm that record identity and interpretation survived the transformation.
- The account lead confirms scope before work starts or a commercial reply is sent.
When something goes wrong
A request partly matches the retainer.
Split included and additional components; do not classify the whole request as included. Retain the affected evidence and recovery status.
An amendment conflicts with the base agreement.
Retain both passages and ask the account lead which approved amendment is effective. Retain the affected evidence and recovery status.
Consumed allowance is unavailable.
Request the delivery ledger and hold the capacity decision; do not infer zero prior use. Retain the affected evidence and recovery status.
A worked example
SYNTHETIC EXAMPLE · NOT A REPORTED BUSINESS RESULT
Request
Check client requests against the agreed scope for the following bounded example; prepare the result for review.
Inputs
Synthetic example: Account A-8 includes four landing-page edits monthly. Three are completed. Request R-9 asks for two more edits and a new page.
Expected result
Synthetic expected result: One further edit is within the known allowance; the second edit exceeds it; a new page is additional scope. Queue an estimate for the account lead without committing delivery.
Run a small pilot
Start small
Trial a representative batch containing the ordinary case and the exception demonstrated above.
Record the baseline
Record current preparation time, review effort and correction types for the same records.
Agree success criteria
Agree acceptable review and error limits; measure unapproved additional work; review time per request.
Stop or revise
Consumed allowance is unavailable. Pause affected records and apply this recovery: Request the delivery ledger and hold the capacity decision; do not infer zero prior use.
Keep the scope clear
- Do not start additional work or send commercial terms merely because the assistant classified the request.
- Client wording is evidence of a request, not authorization to rewrite the agreement.
Check before using
The account lead confirms scope before work starts or a commercial reply is sent.
Business activities
- Deliver recurring client work
FROM A RECIPE TO YOUR WORKFLOW
Bring the company context together.
This workflow needs reliable inputs before it needs a better prompt. Moat8 Vault brings working information into a readable archive for the AI tools you use.
For this recipe: Client request · Approved scope and amendments · Account owner
Start with one recurring task, agree which sources to use, and review the first result with your team.
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