Proposal for Nova
Integrated Facility Management · 2026
Powering Nova's Next Chapter
by RapidData AI Studio
Scale Nova's Operations. Not Its Headcount.
What We Heard
Operations Never Sleeps
"I have 111 open work orders all needing the same amount of attention — day and night, 7 days a week."
Sales Is the First Casualty
"The first thing I sacrifice is sales."
Confirmation Is a Full-Time Job
"I would love some sort of AI phone something where they press 1 to confirm — and then we get a report saying that guy just confirmed."
The Tools Should Do More
"If this was better, I would have been able to do more."
Nova's Growth Is Being Limited by Manual Coordination
Coordinators manually copy-paste every note across systems
~25–30 tickets/day per coordinator — half of what's needed at scale
One person runs operations, billing, and sales — sales always loses
24/7 coverage requires bodies, not systems
Today's Field Service Workflow
AI-Orchestrated Field Operations
What Changes
AI handles routine decisions and communications
Humans focus on exceptions, judgment, and relationships
Standardized execution at scale — from 111 WOs to 1000+ without new hires
AI does the coordination. Humans do the thinking.
Meet Nova's AI Team
Two assistants. Two operational superpowers.
Nova Ops
AI Dispatch Assistant
I keep your field operations moving — without the phone tag.
- Automated work order intake & logging
- Intelligent vendor selection & dispatch
- Appointment confirmation via phone & SMS
- Real-time progress tracking & escalation
- AI-generated scope writing & invoice drafts
Nova Connect
AI Customer Service Assistant
I'm the voice of Nova — 24/7, on every call and text.
- Answers all inbound client calls & texts
- Provides instant work order status updates
- Takes new work order requests by phone
- Routes emergencies to live coordinators
- Consistent, professional tone every time
End-to-End AI-Orchestrated Dispatch
Real-Time Client Communication
Capabilities
Answers all inbound calls & texts — instantly, 24/7
Looks up live work order status in real time and reads it to the caller
Captures new work order details by phone and creates a draft in Faciliti
Detects emergencies and routes immediately to on-call coordinator
Built to Run Your Entire Operation
Not just two assistants — a fully connected platform that handles everything behind them.
Portal Sync
Zero Manual Mirroring
Automatic bi-directional sync with Facility Management Systems every note, status, and invoice reflected across all systems the moment it happens
Vendor Compliance
Always Audit-Ready
AI monitors COI, MSA, and W-9 status across your entire vendor network — automated renewal reminders and automatic blocking of non-compliant vendors from dispatch
Billing & Invoicing
From Closeout to Invoice in Minutes
AI drafts every scope narrative and pricing breakdown from vendor closeout details — you review, approve, and send in one click
Operations Dashboard
Built for Nova, Not Everyone
Real-time KPIs tuned to your business — coordinator throughput, WO aging, SLA risk, vendor performance, and AI activity — all in one view, not a generic report
Vendor Experience
Works with Every Subcontractor
SMS and phone-first — no app downloads, no onboarding friction. Every vendor in your network can interact with Nova's AI from day one using the phone they already have
Every capability connects to the same system of record — so Nova Ops AI and Nova Connect always have the full picture to act on.
AI with Guardrails
Design Principles
AI recommends — humans approve
Draft vs. release controls on all client communications
Full audit trail of every AI action
Clear escalation rules — AI knows its limits
What This Delivers for Nova
Expected Outcomes
10x tickets per coordinator per day
Zero new headcount to handle 1000+ WOs
Billing time cut by 50%+
scope writing automated
True 24/7 client coverage
without adding bodies
Audit trail on every interaction
no more he-said-she-said
Targeted Goal of This Engagement
Primary Goal
Enable Nova to scale field service operations without scaling headcount.
Secondary Goals
Why RapidData
Built for Field Services
Not a generic chatbot bolted onto your workflow
Human-in-the-Loop by Design
You stay in control of every client interaction
Runs in Your Environment
Works with your existing email, Faciliti, and portals
Proven in Field Services
Deployed for similar operations
Moving Forward Together
Next Steps
Workflow Deep Dive — Schedule a workflow walkthrough
Align on Pilot Scope — choose the first trade vertical or client
Define Success Metrics — tickets/day, billing hours, response SLA
Kick Off Within Weeks
Nova becomes the blueprint for AI-driven field service at scale.
Let's build this together
rapiddata.io