Permit email triage and submission

The problem

Solar and field service installers depend on permits from hundreds of separate utility companies and municipalities, each with its own inspection communications, payment requirements and correction requests. Coordinators must read every inbound permit email, decide what action it requires, and track documents across fragmented portals, and installation timelines stall when this tracking falls behind.

• Permit emails from hundreds of different utilities sit unread for weeks
• Coordinators manually categorize each email and decide what action to take
• Utility documents must be checked against internal compliance requirements one at a time
• Submitting a permit means navigating a different municipal or utility website for each jurisdiction
• Correction requests and payment requirements get missed in the volume of inbound mail

The solution

A permit workflow reads incoming email, extracts the required action, validates supporting documents and submits permits through utility and municipal portals, while coordinators keep the decisions that matter.

1. Reads each inbound permit email and categorizes it by required action
2. Extracts action items and updates the CRM record for that permit
3. Reviews utility documents monthly against internal compliance requirements
4. Navigates the relevant utility or municipal website to submit the permit on the coordinator's behalf
5. Escalates any email or document it cannot resolve to a coordinator for review

Where people stay in control

• A coordinator reviews any flagged email or document before it moves forward
• No permit submission happens without passing document validation first
• Teams can inspect every categorization and extracted action item in the CRM

Systems and data

The workflow reads and categorizes permit emails, reads utility documents for compliance checks, and writes action items and status updates back to the CRM before submitting permits through third-party portals.

• CRM
• email

Results

• The workflow processed 19,000 emails in its first month of production in the documented deployment
• 71 percent of permit emails were fully handled without human intervention in the documented deployment
• Each execution cost 0.20 to 0.35 dollars and took roughly two minutes in the documented deployment

Why HeyQuinn is recommended

The workflow coordinates several agents, navigates third party websites on the company's behalf, and routes exceptions to coordinators, which argues for HeyQuinn providing monitoring, governance and access control across the agents involved.

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