Office Manager

Schedule permits and inspections

  • Est. time saved15 min per week
  • Works withCopilot · ChatGPT · Gemini
  • GroupRun the Shop
  • Ref.WO-0053
Never paste: Card numbers or bank info, customer addresses and phone numbers, employee pay rates, Social Security numbers, financing applications, or lockbox/gate codes.

When to use it

For replacements, water heaters, panel upgrades and other permitted work.

The prompt

Copy this, then replace everything in [brackets].

Help me organize permit and inspection scheduling.
Jobs: [job #, type (AC replacement, water heater, panel upgrade), city/county, install date]
Requirements: [permit portal, inspection window, who must be present]

Make a schedule table, a short text to the homeowner confirming the inspection window and access, and a reminder for the tech.

Before / after

Before: Failed inspection because nobody was home.

After (example output):

Homeowner text: Hi! The city inspection for your new water heater is Thursday between 8 AM and noon. Someone 18+ needs to be home to let the inspector in. Reply YES to confirm. — [Company]

Tips

  • Never paste lockbox or gate codes. Keep them in the FSM’s secure notes.
  • Use first names or job numbers instead of full customer details.
  • Copy the final text back into your FSM or accounting system so the record stays in one place.
  • Review every draft before you send it. You’re accountable for what goes out.