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Advanced AI Presets

Train Handoff to Follow Your Business Rules Automatically

Written by Handoff Support
Updated over a week ago

Advanced AI Presets allow you to define how your business operates — and ensure Handoff follows those rules every time.

Instead of correcting pricing, re-adding charges, or rewriting instructions on every estimate, you configure your rules once and let the AI apply them consistently across:

  • Estimates

  • Proposals

  • Change Orders

  • Documents

This transforms AI from "generic output" into AI that behaves like your company.

What Advanced AI Presets Actually Do

Advanced AI Presets control:

  • Default markups and margin logic

  • Tax behavior

  • Required line items

  • Material preferences

  • Labor rates

  • Scope rules

  • Business-specific instructions

Once active, they apply automatically when relevant conditions are met.

Example:

If you create a preset that says,

"Always include dumpster charges for renovations,"

Handoff will automatically apply that when a renovation estimate is created.

Where to Find Advanced AI Presets

Go to: Settings → AI Settings → Presets

Presets are organized by object type:

  • Estimates

  • Proposals

  • Documents

  • Change Orders

Within Estimates, presets are separated into:

  • Basic Estimate Presets (Markups, Below-the-Line Markups, Taxes)

  • General Instructions (Custom AI rules)

This layout makes it easy to see what's active and how your rules are behaving.

Basic Estimate Presets (Profit & Tax Control)

These presets control your profitability and financial defaults.

Markups

You can choose:

  • Use Last Value Used (pulls from your most recent estimate)

  • Use Default Values (set standard markups)

Example:

  • Labor: 60%

  • Material: 40%

  • Other: 20%

This prevents inconsistent margin between jobs.

Below-the-Line Markups

Configure additional markup rules that apply outside standard line items.

Choose:

  • Last used values

  • Or preset defaults

Tax Settings

You can:

  • Apply default tax to labor

  • Apply tax to material

  • Apply tax to both

  • Or use last-used values

This ensures consistent compliance and prevents undercharging.

AI Instruction Presets (Company Rules)

This is where you define how your company operates.

You can create presets such as:

Naming Best Practices

When creating presets, ensure each has a unique and descriptive name. For example, avoid using the same description for presets with different pricing or rules, as this can confuse the AI during estimate generation. Rename presets to clearly differentiate them.

  • "Always use high-end paint for exterior jobs."

  • "Add 10% waste to tile."

  • "Include permit fees for remodel projects."

These rules apply automatically when relevant.

Intelligent Validation & Conflict Detection

One of the biggest improvements is preset validation.

Each preset can show one of three states:

1. Clear

The rule is valid and applies correctly.

2. Needs Review

The instruction is unclear or could be improved.

Handoff may:

  • Suggest wording improvements

  • Recommend moving pricing rules to Catalogs instead

3. Conflicting

Two presets contradict each other.

Example:

  • One preset requires Sherwin Williams paint

  • Another requires Behr paint

Handoff will:

  • Identify the conflict

  • Show both rules

  • Prevent activation until one is disabled

This prevents unpredictable results.

When Should a Rule Be a Catalog Instead?

If your preset controls pricing (fixed item prices or labor rates), Handoff may suggest using a Catalog instead.

Catalogs are better for:

  • Fixed costs

  • Supplier pricing

  • Subcontractor rates

Advanced AI Presets are better for:

  • Behavioral rules

  • Conditional logic

  • Scope instructions

If flagged, you can still enable a preset — but Catalogs may be more reliable long term.

Create Advanced AI Presets from Chat

You can create presets while working.

Specifying Preset Names in Prompts

When creating presets from chat, clearly indicate the project type and preset name in your prompt. For example, you can say, "Use the 'Large Development' preset" to ensure the AI applies the correct rules and preferences.

Example:

While building an estimate, tell the AI:

"Always include 10% waste on flooring."

You can then save it as a preset so it applies to future jobs automatically.

This keeps you in workflow instead of switching to settings.

Apply Advanced AI Presets to Change Orders

Applying Presets to Proposals

When generating proposals, ensure you specify the appropriate preset to apply. This helps tailor the proposal to the specific project requirements and ensures consistency.

Advanced AI Presets aren't limited to estimates.

You can configure rules to apply to:

  • Change Orders

  • Proposals

  • Documents

This ensures consistency across the entire job lifecycle.

Real-World Workflow Example

Scenario:

You run exterior painting projects and always:

  • Use premium paint

  • Include 10% material waste

  • Add permit fees

  • Charge $20/hour sanding labor

With Advanced AI Presets configured:

  1. You create a new estimate

  2. The AI applies all of those automatically

  3. You review instead of rebuilding

  4. You send faster

Over time, this dramatically reduces editing.

How to Optimize Your Advanced AI Presets

  • Use distinct descriptions for each preset to avoid confusion during estimate generation.

  • Maintain separate presets for different project types to ensure clarity and prevent rule interference.

To get the most value:

  • Use clear, specific language

  • Avoid stacking overlapping rules

  • Review presets quarterly

  • Remove outdated business rules

  • Use Catalogs for price-heavy logic

Think of Advanced AI Presets as your "operating system."

Why Advanced AI Presets Matter

Without presets:

  • Markups drift

  • Scope formatting changes

  • Required items get forgotten

  • You double-check everything

  • Trust in AI declines

With Advanced AI Presets:

  • Your rules apply automatically

  • Conflicts are flagged

  • Output is predictable

  • Editing time drops significantly

  • Multi-user teams stay aligned

When to Contact Support

Reach out to support if:

  • Advanced AI Presets are not applying as expected

  • You see unexpected conflicts

  • You want help converting presets into catalogs

  • You need help optimizing your rule structure

Email [email protected] — we're happy to help you train your AI to operate like your business.

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