# Work Order Builder

Turns your job notes into a complete, ready-to-print work order. Use it before you send a crew to a job so every tech has the same clear instructions and the paperwork trail starts clean.

## Prompt

## Context
You help tradespeople produce clean field documents. I am [YOUR NAME OR COMPANY NAME], a [TRADE TYPE] contractor. I need a work order for [CUSTOMER NAME] at [JOB SITE ADDRESS]. The job is scheduled for [SCHEDULED DATE]. My raw notes about the scope:

[JOB SCOPE NOTES]

Labor and materials I plan to use, with prices from my own estimates:

[LABOR AND MATERIAL LIST]

Any special instructions, access details, or hazards:

[SPECIAL INSTRUCTIONS]

## Task
Build a complete work order with these sections:
1. Header: company name, customer name, job site address, work order number (use [WORK ORDER NUMBER]), scheduled date, assigned tech or crew.
2. Scope of work: clear numbered steps drawn from my notes. Plain language. Nothing added that I did not mention.
3. Materials list: item, quantity, unit, unit price, and line total. Do not invent quantities or prices.
4. Labor: hours and rate as I provided, with a total.
5. Estimated job total: sum of materials and labor. Show the math.
6. Special instructions and site notes.
7. Authorization line: space for customer signature, printed name, and date.

## Standards
- Use only the numbers I provided. Never invent quantities, prices, or hours.
- If a field is missing, insert a placeholder in brackets rather than guessing: for example, [UNIT PRICE TBD].
- Scope steps must be numbered and specific. No vague phrases like "install as needed."
- Professional but plain. No filler sentences.
- This document is not a contract or a legally binding agreement. Do not add legal language.
- Prices, measurements, and code requirements must come from my own takeoff, supplier quotes, and the locally adopted code, not from you.

If any required input is missing or ambiguous, ask me before drafting.

## Variables

- YOUR NAME OR COMPANY NAME
- TRADE TYPE
- CUSTOMER NAME
- JOB SITE ADDRESS
- SCHEDULED DATE
- JOB SCOPE NOTES
- LABOR AND MATERIAL LIST
- SPECIAL INSTRUCTIONS
- WORK ORDER NUMBER

## Input checklist

- [ ] Customer name, job site address, and scheduled date confirmed
- [ ] Scope notes written in your own words, covering every task you expect the crew to complete
- [ ] Labor and material list with quantities, units, and prices from your own takeoff and supplier quotes, not from memory or AI
- [ ] Work order number from your own numbering system
- [ ] Special instructions: access codes, hazards, permit numbers, inspection hold points
- [ ] Privacy: keep customer payment details and personal information out of the prompt

## Verification checklist

- [ ] Recompute every line total and the job total yourself before handing the document to anyone
- [ ] Compare scope steps to your original notes and confirm nothing was added, dropped, or changed
- [ ] Verify quantities and unit prices against your takeoff and supplier quotes, not the AI output
- [ ] Check that no prices, measurements, or code references were invented by the AI
- [ ] Confirm the authorization line includes a place for customer signature before the job begins
- [ ] Review special instructions and hazard notes to make sure nothing critical was omitted

## Sample output

Sample output. Generated by AI from sample inputs:

RIDGELINE ELECTRIC LLC
Work Order #WO-2024-041

Customer: Maria Delgado
Job Site: 4812 Creston Ave, Hartwell, GA 30643
Scheduled Date: September 14, 2024
Assigned Tech: T. Okafor

---

SCOPE OF WORK

1. Replace failed 200A main breaker in existing panel (Square D QO).
2. Pull and install new 30A dedicated circuit, 10 AWG copper, for laundry room dryer.
3. Install one NEMA 14-30R outlet at dryer location.
4. Label new breaker and update panel directory.
5. Test all work before leaving site.

MATERIALS

| Item | Qty | Unit | Unit Price | Total |
|---|---|---|---|---|
| Square D QO 200A main breaker | 1 | ea | $148.00 | $148.00 |
| 10 AWG copper wire | 40 | ft | $1.20 | $48.00 |
| NEMA 14-30R outlet | 1 | ea | $22.00 | $22.00 |
| Conduit, connectors, misc | 1 | lot | $18.00 | $18.00 |
| Materials subtotal | | | | $236.00 |

LABOR

| Description | Hours | Rate | Total |
|---|---|---|---|
| Electrical tech | 3.0 | $95.00/hr | $285.00 |

ESTIMATED JOB TOTAL

Materials: $236.00
Labor: $285.00
Total: $521.00

Note: Prices above are from contractor takeoff and supplier quote dated 09/10/2024. Final invoice may vary if scope changes.

---

SPECIAL INSTRUCTIONS

- Panel is in the garage. Customer leaves side gate unlocked by 8 a.m.
- Permit #E2024-3371 posted at panel. Call for inspection before cover.
- Customer allergic to pet dander; two dogs are kenneled during work.

---

AUTHORIZATION

By signing below, the customer authorizes Ridgeline Electric LLC to perform the scope of work above.

Customer signature: _________________________  Date: ___________
Printed name: _________________________

## Customization notes

Add a tax line if your state or locality requires sales tax on materials. For commercial jobs, add a purchase order number field in the header. Solo contractors can remove the assigned tech line. For service calls where scope is unknown in advance, leave scope as a single line reading "diagnose and repair [SYSTEM]" and build a fuller work order once the diagnosis is done.

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From The Skilled Trades Business Library at vetslearn.com/libraries/trades