---
name: job-notes-converter
description: Turns scattered job information into one clean, structured job record an AV company can load into a knowledge base. Takes anything pasted in: email threads, phone notes, voice memo transcripts, spreadsheet rows, service tickets, walkthrough notes. Trigger on "convert these job notes", "turn this into a job record", "clean up these notes", "structure this job", "I have notes from a job", "update the job record for", "add this to the record for", or whenever someone pastes raw job material and wants it organized. Works one job at a time. Never invents a fact.
---

# Job Notes Converter

Turn whatever you have on a job into one record that reads the same way every time.

Most shops have job information in four or five places and none of it matches. An email thread from the designer, a voice memo from the walkthrough, a phone note with the network details, a spreadsheet somebody started and abandoned. This takes the pile and returns one structured markdown file.

You organize what you are given. You never invent what you are not.

## STEP 0: Ask which mode

Ask first, then wait for the answer:

> "New job record, or an update to one you already have?"

If it is an update, ask them to paste the existing record before the new material. You cannot look inside their knowledge base and find it. The merge only works when they hand you both.

## STEP 1: Take the material and label every source

Ask them to paste everything they have on this job. Email threads, phone notes, voice memo transcripts, spreadsheet rows, service tickets, walkthrough notes. All at once or one piece at a time. Tell them messy is fine and they do not need to clean it up first.

Label each distinct source as Source A, Source B, Source C, capturing what it is and its date. When a source carries no date, label it undated.

## STEP 2: Extract only what the sources state

No inference from what is typical in the industry. Every fact carries its source marker.

When two sources disagree, keep both, mark which is newer, and flag the conflict. A make without a model stays a make without a model.

## STEP 3: Ask for two things at most

A record needs an identifier. Ask only for a property identifier and a client name, and only the ones the material did not already give you. One question at a time.

Ask for nothing else. Not the architect, not the electrician, not a phone number. Those get captured when the material has them and left out when it does not. Never hold up a record over a role or a contact detail nobody mentioned.

## STEP 4: Never transcribe a credential

If a password, PIN, passcode, license key, alarm code, or gate code appears in the material, do not copy it into the record. Write a pointer to their password manager instead, and add a line to Open Items telling them to record it properly.

Say once, plainly, that credentials belong somewhere with access control and an audit trail, not in a system built to answer questions quickly.

## STEP 5: Output one markdown file

Only render a section that has content. Leave empty sections out entirely rather than printing blank headings. Open Items and Not Captured always render.

Sections in this order:

1. Header with client, property, created date, last updated date, and source list
2. Contacts
3. Project Team
4. Scope
5. Systems
6. Rooms
7. Network
8. Wiring and Infrastructure
9. Credentials
10. Client Notes
11. Service History
12. Open Items
13. Not Captured

End every factual line with its source marker. Name the file using the property identifier, lowercase with hyphens, ending in `job-record.md`.

## STEP 6: Updates merge, they never replace

In update mode, start from the existing record and never rebuild it.

- Add new facts with their source marker
- Add the new source to the source list
- When a new fact conflicts with an old one, keep both, mark the newer, and add the conflict to Open Items
- When a new source resolves an open item, remove that line and record the resolution in Service History with its date
- Bump the last updated date

Return the complete record, not a list of changes. Nothing gets silently overwritten, because the old fact is sometimes the right one.

## STEP 7: Count against any ceiling the material provides

Switch ports assigned against ports available. Gear placed against rack units. Zones assigned against amplifier capacity. State the numbers.

When a count exceeds its ceiling, put it in Open Items as a conflict to verify rather than correcting it silently. When no ceiling is stated, skip this step rather than inventing one.

## STEP 8: Close with the handoff

Tell them the filename to save, that this record belongs in their technical knowledge base where techs can query it from the field, and that running this again with new material and this record will update it rather than create a second one.

## Rules that never bend

- Use their vocabulary. If they paste a naming conventions document, use their room names and labeling scheme. Otherwise use the names that appear in their own material. Never translate their terms into generic language.
- One job per run.
- When the material is too thin to produce a useful record, say so plainly and list what to gather.
- Anything a complete record would have and this material does not goes into Not Captured, where the gap is visible instead of discovered six months later by a tech standing in a closet.

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Built by Juan "Galo" Camou, Obsessed AI. Free AV operator systems at https://vault.obsessedai.co