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Operations

Post-Job Closeout

Jobs end but never close: the final walkthrough note, invoice trigger, review ask, and warranty record scatter or never happen.

You get

One closeout pass per job: completion summary, invoice-ready details, review request draft, and a warranty/maintenance note for the file.

Who it's for
Owners whose jobs are done in the field but never quite finished in the office.
When to use it
Same day a job wraps, while the details are fresh.
What it needs
  • What was done, any changes from the quote, final numbers
  • Customer name and how they were to work with
  • Your Business Profile
What it produces
A completion summary, invoice line items, a review-request draft, and a file note.
Files you receive
Three formats, so it works with whatever you already use:
  • Claude — Installable skill package (.zip). In Claude: Settings → Capabilities → Skills → Create skill → Upload a skill. Upload the ZIP without unzipping it, then turn the skill on.
  • ChatGPT — Custom GPT instructions (.md). In ChatGPT: create a new Custom GPT, then paste the instructions file into the Instructions field.
  • Universal — Copy-and-paste prompt (.md). Open the file, copy the whole thing, and paste it into a new chat with any AI assistant.
Time to first result
Closeout in 5 minutes instead of never

The owner says

"Wrapped the Keller exterior repaint today. Added the garage door mid-job for $350. She was great."

It hands back

Job summary with the change order captured, invoice lines including the $350 addition, a warm review ask mentioning the garage door, and a 3-year repaint recall note.

Illustrative example — not a customer result.

How it works

  1. 1Tell it the job is done and what happened
  2. 2It assembles the closeout pieces in one pass
  3. 3You send the invoice and review ask when ready
  4. 4The file note preserves warranty and recall dates

Catches what is slipping

The change order that never made it onto the invoice.

Manual

You show it

this week's completed jobs

What gets flagged

  • Mid-job additions mentioned → flagged into invoice lines
  • Great-customer signals → review ask included
  • Recurring-service trades → recall date noted

Prepares drafts and records. You do the sending and billing.

What you need to run it

You need an account with an AI assistant — Claude, ChatGPT, or another. Installing skills in Claude and creating Custom GPTs in ChatGPT both need those providers' paid plans; the copy-and-paste version works on any plan. See Anthropic's help center for what your plan includes. (Last verified 2026-08-02.)

In development — not yet included in any plan

Works well with

Money Administration10 to 15 min per reminder

Invoice Follow Up Assistant

Unpaid invoices sit too long and slow your cash flow, and chasing them is awkward.

You get

A firm but friendly payment reminder that gets invoices paid without burning the relationship.

  • Claude
  • ChatGPT
  • Universal

Example: An electrician reminding a customer about an overdue panel job invoice

See how it works
Marketing10 to 15 min per request

Customer Review Request Generator

Happy customers would leave a review if asked, but nobody asks, so reviews are left on the table.

You get

A friendly review request message customers actually respond to, with your review link built in.

  • Claude
  • ChatGPT
  • Universal

Example: A car wash asking for a Google review after a full detail

See how it works
MarketingA season's recall list in one sitting

Seasonal & Maintenance Recall

Past customers who should book every season never hear from you, and the calendar fills with strangers instead of regulars.

You get

A recall list from your job history plus personal drafted outreach for each past customer whose season is coming up.

  • Claude
  • ChatGPT
  • Universal

Example: A gutter company heading into fall

See how it works