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Aipedia: Energy assessors and retrofit coordinators
AI can help retrofit coordinators extract data, lodge records and summarise evaluations, but the coordinator remains responsible for what goes into the TrustMark Data Warehouse. Wrong or incomplete records fail audits, and a hidden evaluation failure can become a claim.
Part of: AI in energy assessors and retrofit coordinators
In short
Coordinators use AI to process installer paperwork, populate Data Warehouse lodgements and draft evaluation reports. Risks include wrong extracted data, incomplete lodgements, evaluation summaries that understate problems and failed projects recorded as complete. TrustMark requires records kept as PAS 2035 specifies, minimum information and evaluation outcomes lodged in the Data Warehouse, and audits at least 2% of projects; five minor or any major non-conformity fails. PI usually responds to negligence claims, subject to the terms, and audit findings may need notifying.
The end of a retrofit project brings a lot of administration: collecting installer documents, checking handover information, carrying out monitoring and evaluation, and lodging the required information in the TrustMark Data Warehouse. Coordinators are using AI to extract data from installer paperwork, populate lodgement fields, summarise post-installation feedback and draft evaluation reports.
This is the part of the process where errors are easiest to miss, because the work looks finished. Yet it is also what the scheme audits and what future owners and funders may rely on.
The TrustMark PAS 2035 Retrofit Coordinator Scheme Requirements are specific about records and evaluation. The provisions most relevant to AI-assisted lodgement are:
The process steps are set by PAS 2035:2023. See our EPC and PAS 2035 rules map for the wider picture.
AI extraction and drafting can introduce quiet errors into the record. Watch for:
Where evaluation shows a project has not performed as intended, the coordinator needs to act on that finding, not just record it. An AI summary that hides the problem leaves the coordinator exposed if issues emerge later.
Illustrative: a coordinator uses AI to process installer paperwork and draft evaluation reports for a batch of projects. On several, the tool records the wrong ventilation product and summarises occupant comments about condensation as minor. An audit finds multiple minor non-conformities across the records and one major issue, and fails. Months later, a homeowner from the batch reports mould and claims that the problem was raised at evaluation but not acted on.
A claim that a coordinator negligently handled evaluation or failed to act on a known problem is usually treated as professional negligence, subject to the policy terms. A failed audit is not itself a claim, but it may reveal circumstances that should be notified to insurers; see notification of circumstances. Batch processing raises aggregation questions where one error repeats across many projects; see any one claim versus aggregate. TrustMark requires PI of at least £250k PI and PL per property, or as required by the client. Read Does PI cover AI errors in EPCs and retrofit?.
Check the record as carefully as the work. Useful steps:
Related guides cover risk path decisions and medium-term improvement plans.
Apex arranges PI for retrofit coordinators through our energy consultants PI service. A broker reviews how your policy treats batch errors and notifications after audit findings. See the AI in energy assessment hub.
It can help extract and organise data, but the coordinator is responsible for what is lodged. Verify extracted data against the source documents and keep a record of who checked each lodgement.
Under the scheme requirements, five minor non-conformities or any major non-conformity fails an audit. Audits cover at least 2% of retrofit projects a year, prioritising Risk Path C.
Record the outcome in the Data Warehouse and act on it, including follow-up with the client and installer as the process requires. If the failure could lead to a claim, consider notifying your insurer as a circumstance.
A failed audit is a scheme quality matter rather than a claim, so the cost of putting records right is usually your own. If the audit reveals errors that could lead to a client claim, check your notification clause and speak to your broker.
Tell us about your firm and the work you do. A broker will review how your current PI treats AI-assisted work, or arrange new cover. No fee for a quote. Or call 0117 325 0027.
Start a PI quote Request a callbackApex Insurance Brokers Limited is authorised and regulated by the Financial Conduct Authority. Registered in England and Wales, company number 07014570. This page is general information about how AI is used in the profession and how insurance may respond. It is not legal, regulatory or insurance advice on your circumstances, and it does not guarantee that cover will be available or on what terms.
