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QA Fails → Extract Items → Structure Punch List → Create Tasks → Track To Close

Punch List Generator

Converts QA inspection failures into a structured punch list and opens a follow-up task for each item, so a failed walk turns into tracked work instead of a note that gets forgotten.

The Problem

QA failures live in someone's notes. Fixes get missed.

QA failures live in someone's notes. Follow-up tasks don't get created. The same fixes get missed twice.

What Changes

Failures become tracked tasks. Nothing slips.

Converts QA failures into a structured punch list with follow-up tasks assigned and tracked. Nothing stays in notes.

Humans stay in control: Your inspector judges QA. The agent structures the failures into trackable tasks. It removes the dropped fixes, not the inspection.

HOW THE AGENT WORKS

TRIGGERLLMAPIDECISIONACTIONWAIT
TRIGGERQA FailedAn inspection comes back with failures
LLMExtract FailuresPull each failed item from notes/photos
LLMStructure Punch ListScope and assign trade per item
APICreate TasksOpen a follow-up task for each
WAITTrack To Close
DECISIONAll Fixed?
ACTIONTrigger Re-QASend back for re-inspection
The agent doesn't decide what passes QA. Your inspector does. The agent turns the failures into structured follow-up tasks so they actually get fixed.

HOW TO BUILD IT

Three levels of depth. Pick the one that matches where you are.

For the ops person who needs to understand what's involved and brief their team.

Your QAFailed inspections
The AgentWorkflow engine + LLM
Your TasksTracked punch list

WHAT YOUR TEAM PROVIDES ONCE

  • QA format - how inspection failures are recorded
  • Trade mapping - which failures map to which trade
  • Task board access - where follow-up tasks live
  • Re-QA rule - when an item is ready for re-inspection
  • Close standard - what counts as a resolved punch item
What happens day-to-day: A QA walk fails on five items. Instead of those living in a clipboard photo, the agent turns each into a scoped, assigned task and tracks them to close, then triggers the re-walk. Nothing falls off between the failed inspection and the fix.

For the IT person or technical lead who needs to scope the integration.

INQUIRY SOURCES

Inspection / QA app
Photos
Turn board

WORKFLOW ENGINE (N8N)

Trigger
LLM - Extract failures
LLM - Structure list
Board API - Create tasks
Wait - track close
Branch - all fixed?
Trigger re-QA

CONNECTS TO

Inspection / QA appRead: failed items and photos
Task board / PMSCreate and track punch tasks
Notifications (Slack / email)Assign and chase punch items
Rent-Ready GatekeeperRe-QA feeds the rent-ready gate
WITHOUT PMS API

Agent works from an uploaded QA form and outputs a structured punch list to a sheet. Tracking is manual, structuring is automatic.

WITH PMS API

Agent reads QA failures live and opens tracked tasks, then triggers re-QA on close. Best experience.

For the person who wants to build this agent step by step. Each node below maps to an n8n workflow node.

TRIGGERNode 1
Trigger - QA Failed
Webhook when an inspection is submitted with failures, or an uploaded QA form.
Output: { unit_id, inspection_id, failed_items_raw, photos[] }
LLMNode 2
LLM - Extract & Structure Punch List
Turn each QA failure into a scoped task with a trade.
Output: [{ item, location, trade, scope_note, photo_ref }]
You convert QA inspection failures into a punch list.

For each failure, return:
- item: what failed
- location: room/area
- trade: the trade that fixes it
- scope_note: a dispatchable instruction
- photo_ref: the evidence photo, or null

Respond ONLY with a valid JSON array.

QA FAILURES: {failed_items_raw}
INPUT
"Touch-up paint missed behind bedroom door. Outlet cover cracked in kitchen. Tub caulk incomplete."
OUTPUT
[
  { "item": "Touch-up paint behind bedroom door", "location": "bedroom", "trade": "paint", "scope_note": "Touch up missed area behind door", "photo_ref": "qa_BR_03" },
  { "item": "Cracked outlet cover", "location": "kitchen", "trade": "electrical", "scope_note": "Replace cracked outlet cover plate", "photo_ref": "qa_KIT_01" },
  { "item": "Incomplete tub caulk", "location": "bathroom", "trade": "general", "scope_note": "Re-caulk tub edge fully", "photo_ref": "qa_BA_02" }
]
APINode 3
HTTP Request - Create Tasks
Open a follow-up task per punch item on the board, linked to the unit and inspection.
Output: Punch tasks created and assigned.
WAITNode 4
Wait & Check - Track To Close
Poll task status until each punch item is marked complete.
Output: Open vs closed punch items tracked.
DECISIONNode 5
Condition - All Fixed?
IF all punch items closed → trigger re-QA. ELSE → keep chasing the open ones.
Output: Branch: ALL CLOSED (re-QA) or OPEN (chase)
ACTIONNode 6
Trigger Re-QA
When the punch list is clear, request a re-inspection and notify the Rent-Ready Gatekeeper.
Output: Re-QA requested; unit moves back toward rent-ready.
MVP vs Advanced — Where To Start
MVP — START HERE
  • Uploaded QA form
  • LLM failure extraction
  • Tasks to a sheet
  • Manual tracking
  • Manual re-QA request
  • Email assignment
ADVANCED — ADD LATER

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    From a failed QA walk to tracked fixes - step by step.

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    OTHER AGENTS IN LEASING & MARKETING

    Rent-Ready Gatekeeper

    Blocks rent-ready status until all work and QA is confirmed

    Work Order Triage and Priority Tagger

    Applies consistent category and severity rules across all tickets

    Maintenance Missing Details Collector

    Fills the gaps in a request before a tech is dispatched

    Duplicate Ticket and Repeat Failure Linker

    Catches duplicate tickets and flags recurring failures

    Frequently asked questions

    Punch List Generator is an AI agent that converts QA failures into structured follow-up tasks.
    QA failures live in someone's notes. Fixes get missed. The Punch List Generator addresses this — it converts QA failures into structured follow-up tasks.
    No — your team stays in control. Your inspector judges QA. The agent structures the failures into trackable tasks. It removes the dropped fixes, not the inspection.

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