Tutorial 14 · 10 min read · Works with ChatGPT, Claude or Gemini + Xero, MYOB, Tradify, Fergus or ServiceM8
From voice note to finished job sheet
You finish the job, drive to the next one, and by invoice time you've forgotten half the fittings. A 60-second voice note before you leave site, turned into a tidy job sheet by AI, fixes that — and makes invoicing quick.
What you'll need
- Your phone (voice memo or dictation)
- A free AI app
- Your invoicing or job app
Step 1: Record a 60-second voice note before leaving site
Say: what you did, parts used (with quantities), time in and out, issues found, anything to come back for.
Step 2: Transcribe it
Use phone dictation or the AI app's voice input.
Step 3: Paste the job sheet prompt
Copy this prompt and fill in the [square brackets]:
Turn this voice note into a job sheet with these headings: Customer (first name and suburb only), Date, Time on site, Work completed, Materials used (qty + item), Issues found, Recommended follow-up work, Photos to attach. Only use what's in my note. List anything unclear under 'Check'. Note: [paste]
Step 4: Check materials and hours
Compare against your receipts and your own memory. Fix the 'Check' items.
Step 5: Copy into your job card or invoice
Paste into Xero, MYOB, Tradify, Fergus or ServiceM8. For a customer-friendly invoice line:
Copy this prompt and fill in the [square brackets]:
From this job sheet, write a 3-line plain-English summary the customer can read on their invoice.
Step 6: Save the prompt as a template
Keep it in your notes so it's paste-and-go next time.
Checklist
- ☐ Voice note recorded on site
- ☐ Materials and hours checked against receipts
- ☐ 'Check' items resolved
- ☐ Job sheet saved to the job
- ☐ Invoice sent the same day
Common mistakes to avoid
- Leaving the voice note until the end of the week
- Not checking quantities — AI can mishear numbers
- Putting full customer details into the AI app