Add project items with Alfie after reviewing the site instruction and scope

A foreman’s message may be enough to record work, but it is not automatically an approved variation or an invoice instruction. Alfie can add time, fixed or kilometre items to a project through web, WhatsApp or voice. The useful control is to separate what happened on site from who accepts the scope, cost and billability before the items influence later project work.

Preserve the original instruction

Keep the source message, meeting note or signed site instruction connected to the project according to the organisation’s document process. Record who issued it, when it was received and which location or work package it concerns. If wording is unclear, retain that uncertainty instead of turning it into a confident description.

Alfie is not an automatic contract interpreter. It can structure the information supplied by the user, but it does not decide whether the instruction changes the agreed commercial scope.

Choose the right project and item type

Confirm the project by customer, site and project name. Similar project names or repeated phases can otherwise place labour on the wrong record. Then choose whether the evidence supports a time item, fixed item or kilometres, using the unit and date that match the work.

Describe the activity in terms a project reviewer can recognise. Include the relevant work area or instruction reference, but do not make the description sound like customer approval when approval is still pending.

Separate recording from commercial approval

An item can document performed or planned work without being ready for invoicing. Mark the commercial status in the surrounding workflow: within original scope, variation awaiting review, non-billable correction or another organisation-defined category. Assign the person who must decide cost ownership.

Do not let an estimated quantity become a verified actual. If a site message says “about four hours,” keep the estimate visible and reconcile it against the accepted time record before billing decisions.

Inspect Alfie’s preview before confirmation

Enfin positions Alfie as its governed construction execution layer. Review the organisation, project, item type, date, quantity, unit, description and any cost or price fields shown in the proposal. Check the user’s permission and make sure the proposed action adds only the intended items.

Alfie does not automatically obtain customer approval, calculate contractual entitlement or estimate missing costs. Confirmation authorises the displayed data change in Enfin; it does not transform the underlying instruction into an approved quote variation.

Reconcile the project after execution.

Open the project and compare the added items with the approved preview. Check that no duplicate was created from the same instruction and that the total quantity reflects the source. Route items that still need commercial review to the responsible person before they enter an invoice workflow.

If the site later corrects the instruction, preserve the relationship between the original evidence and the correction. A controlled adjustment is easier to audit than silently changing the story. With this discipline, Alfie reduces entry friction while the project team retains ownership of scope and billing decisions.

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