Have you tried talking your job notes into your phone and letting AI tidy them up?

You speak for half a minute about what you found and did. AI turns it into clean job notes, a short note for the customer and a list of follow-ups.

How to automate it

How to automate “write up what I found, with photos, for the customer or office”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

15 min

typically, every day

55%

of the time can be automated

Easy

to set up

Fix 1 of 2

AIBest fix

Turn your photos and a voice note into the report

Photo apps like CompanyCam, or the photo notes in your field or site app, keep pictures tagged to the job; AI can write the captions and summary from them so the report builds itself.

Typically saves about 45% of the time15 min to set up

1Take photos in the job or site app (or CompanyCam) so they file themselves to the right job.
2Add a short voice note for anything the photo does not show.
3Use the app's AI summary, or upload the photos and note to an approved AI assistant with the prompt below.
4Check and send the report from the app.

Prompt to copy

Write a short job report from the attached photos and my notes. For each photo, write a one-line caption saying what it shows. Then give: what we found, what we did, and what we recommend, in plain words for [CUSTOMER / OFFICE / GC]. Only describe what is visible or in my notes; mark anything unclear with [CHECK].

My notes: [PASTE OR DICTATE]

Tools: CompanyCam · ServiceTitan, Jobber, Housecall Pro, FieldEdge, Workiz or simPRO · Procore, Autodesk Build, Fieldwire, Buildertrend or Raken · ChatGPT, Claude, Gemini or Microsoft Copilot

Fix 2 of 2

Talk your job notes into the phone and let AI tidy them up

Speak for 30 seconds in the van about what you found and did; AI turns it into clean notes for the job sheet, the customer and the office. Talking is far faster than thumb-typing.

Typically saves about 45% of the time10 min to set up

1Use the voice button in your field app, or the voice mode of an approved AI app on your phone.
2Right after the job, say what you found, what you did, parts used and anything to follow up.
3Paste the prompt below with your recording or transcript.
4Check the result and paste it into the job sheet.

Prompt to copy

Turn my spoken job notes into three short parts: 1) Work summary for the job sheet (bullet points: problem found, work done, parts used with quantities), 2) A plain-English note for the customer (under 80 words, no jargon, no prices unless I said them), 3) Follow-ups for the office. Do not add anything I did not say.

My notes: [PASTE OR DICTATE YOUR NOTES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Voice notes in ServiceTitan, Jobber, Housecall Pro, FieldEdge, Workiz or simPRO

Quick wins

Have you tried…

Have you tried talking your job notes into your phone and letting AI tidy them up?: You speak for half a minute about what you found and did. AI turns it into clean job notes, a short note for the customer and a list of follow-ups.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Field service technician

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