Turn job photos into notes for the office
Never paste: Customer addresses, phone numbers or gate/lockbox codes, card numbers, photos showing house numbers or family members, or the customer's financing info.
When to use it
When you need the office to quote, order parts or schedule a return.
The prompt
Copy this, then replace everything in [brackets].
Turn my photos and findings into a note for the office.
Equipment: [brand, model, serial from nameplate photo]
Photos: [describe: nameplate, failed part, condition]
Need: [quote / parts order / return visit / comfort advisor]
Parts: [list with specs]
Access notes: [attic, crawlspace, ladder needed; codes go in the FSM secure field, not here]
Clear note the office can act on without calling me.Before / after
Before: Office calls you three times while you’re on the next job.
After (example output):
Need: parts + return visit. Carrier [model], S/N [serial]. Inducer motor failing (noisy, photo 2). Part: inducer assembly [part # to verify]. Return: 1.5 hrs, attic access, 8-ft ladder. Homeowner prefers mornings.
Tips
- Never put photos with house numbers or people in them into an AI tool.
- Give the AI your readings and findings. It writes better than it diagnoses.
- You’re the tech. If the AI’s answer doesn’t match what you see, trust what you see.
- Review every draft before you send it. You’re accountable for what goes out.