When the Client Gives an Estimate: Marking AI-Drafted Entries That Have No Document Behind Them

The request list goes out, and the client answers. For most items the answer is a document. For a few it's a sentence: "about the same as before," "roughly what we pay the cleaner each month," "I don't have a receipt, but it was small." The drafted entry list now holds a row with no page behind it, and if nothing marks it, that row reads the same as every row that came from a statement.

A client estimate on an AI-drafted file is an entry that rests on the client's own description instead of a document. The Preparer marks it, records who gave it and how they put it, saves the client's words in the client folder, and asks once for a document that would replace it. The plugin drafts; the Firm's preparer prepares; the Reviewer signs off. Every step below is one the Firm writes and keeps, in whatever systems the Firm already uses.

This piece gives a marking convention, an estimate list, wording for the client request, a pre-review check and a Doe example. This method records an entry's basis for review. The Reviewer decides each marked entry and signs off on the whole file.

Why an estimate needs its own mark

Most entries point to a page the Reviewer can open and read. That's the habit set out in making AI cite the page behind each figure.

A client estimate has no supporting document for the entry. The Firm saves the client's words and records who gave them.

Without a mark, the entry list hides that difference. A row built from a client's email looks like a row built from a bank statement. The mark puts the difference on the row itself, so the Reviewer knows which entries rest on the client's words before reading any of them.

The marking convention

The Firm can add a basis mark to each row, in its own column. It sits beside the origin mark from marking hand edits on the entry list, which says who set the value.

A row carries one basis mark at a time. The Preparer sets the client-estimate mark when the entry is first worked, not at review. The mark comes off only when a document replaces the estimate.

The estimate list

Under this approach, every marked entry gets a row on the estimate list, kept in the client file next to the entry list. The entry ID ties the two together, as in an entry ID scheme for AI-drafted files.

For a written reply, the list quotes the client's wording without edits. For a call, it labels the wording as a call-note account and links to the client's confirmation. "Asked on" is a field the Firm fills from its own log. The Firm can keep status to two values: open estimate, or replaced by document.

A replaced row stays on the list with a pointer to the document.

The Preparer writes that call note, sends it to the client to confirm, and saves the note and the reply in the client folder.

Asking once for a document

The Preparer sends one request per estimate, or one message that covers every open estimate on the file. It asks for a document that would replace the estimate, and it gives the client an easy way to say there isn't one.

The request goes once, because the client did answer, just not with a document. If the Firm runs a follow-up cadence on missing items, as in chasing missing items, the estimate row sits outside it.

The client's reply goes in the row, or "no reply" if none comes.

When a document arrives, the Preparer opens it, matches it to the entry and updates the entry from the page. The basis mark changes to replaced by document. The change goes in the hand-edit log like any other, with the estimate beside it, and the estimate list row closes with a pointer to the document.

The pre-review check

Before the file goes to the Reviewer, the Preparer runs these lines and marks each one yes or no.

• Every entry that rests on a client's description carries the client-estimate mark.
• Every marked entry has a row on the estimate list, and every open row points to a marked entry.
• Every row names who gave the estimate, records Asked on from the Firm's log and includes the client's written words or confirmed call-note wording.
• Every row points to the saved client wording and any confirming reply, and those records open from the client folder.
• Every row shows the request for a document and the client's reply, or no reply.
• Every row marked replaced by document points to the page, and its entry carries that page reference.

A no stops the check. The Preparer closes the gap first: adds the mark, saves the missing words or sends the missing request. The check shows the list is complete. It says nothing about whether any estimate is right.

What the Reviewer sees

At review, the Reviewer opens the estimate list and reads every marked entry in one place, instead of finding them row by row.

The decision on each estimate is the Reviewer's. The Reviewer writes it in the last column with the reason, or sends the row back to the Preparer with a question. A Preparer doesn't settle an estimate by picking a figure, and nothing on the list decides for the Reviewer.

A decision on a row isn't a separate sign-off. The Reviewer signs off on the whole file, estimates included. Every file ends with the Reviewer's sign-off.

A Doe example

The names and file below are made up for illustration.

Alex Doe, the Preparer, works the synthetic Doe Holdings file. Jane Doe, the owner, answers the request list. For the shop's cash purchases she writes, "about the same as the card spend, maybe a bit less." For the cleaner, she says on a call that it was "roughly the normal monthly rate."

Alex saves Jane's written answer in the client folder, marks the cash-purchases entry and the cleaner entry client estimate, and adds their estimate-list rows with Jane's name and role, her wording and references to the saved records. Alex writes a call note with Jane's words about the cleaner and emails it to her. Jane replies that the note is right. Alex sends Jane the document request covering those entries, then fills Asked on from the Firm's log.

Jane uploads the supplier's statement for the cash purchases. Alex opens the statement, matches it to the cash-purchases entry, updates the entry from the page and changes its basis mark to replaced by document. Alex adds the page reference to the entry, logs the hand edit with the estimate beside it and closes the estimate-list row with a pointer to the statement. For the cleaner, Jane replies that there's no invoice. That entry stays marked, and her reply goes in its row.

Alex runs the pre-review check. The line about saved wording and confirming replies gets a no: the call note is saved, but Jane's confirming reply still sits in Alex's inbox. Alex saves the reply to the client folder, adds its reference beside the call note and reruns the pre-review check; every line is yes.

Pat Doe, the Reviewer, opens the estimate list. Pat reads the cleaner row and writes a decision and the reason in the last column. Pat reads the closed row against the supplier's statement, then signs off on the whole file.

Where TracePrep fits

We've built a TracePrep plugin that drafts these steps in your Firm's workflow, while your preparer decides and your Reviewer signs off. Join the waitlist and we'll tell you when plugin access opens.

Get on the list for plugin access

This is general information, not tax or legal advice. In TracePrep's workflow, the plugin drafts, the Firm's preparer prepares, and the Firm's Reviewer signs off. Access to the plugin is by waitlist. Keep client data inside the systems your Firm has approved.