Job Notes Converter
Turn scattered job notes from any source into one structured record your team can search.
One job record, built from whatever you already have, in the same shape every time.
Your job information is in four 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 record. Paste what you have, answer at most two questions, and get back a file your whole team can read. Run it again later with new material and it updates the same record instead of starting a second one.
Runs on Claude and Cowork from a plain conversation. One job at a time. It never invents a fact it was not given.
Download the skillThe problem
You already know where the job information lives. That is the problem. It lives in your sent folder, in the notes app on your phone, in a text thread with the electrician, in a spreadsheet the project manager made in 2023.
None of it is written the same way. One job has the rack layout and no client contacts. Another has three phone numbers and nothing about what was installed. A third is a voice memo nobody has listened to since the walkthrough.
So when a tech calls from the field, nobody searches for the answer. They call the one person who remembers, because searching four systems that disagree with each other takes longer than asking him.
That is the real cost of scattered notes. Not the notes. The phone call that happens instead.
What you get
How it works
Step 1. It asks which mode. New record, or an update to one you already have. That is the first question and it decides everything after it.
Step 2. You paste whatever you have. Email threads, phone notes, a voice memo transcript, spreadsheet rows, service tickets, walkthrough notes. All at once or one piece at a time. Messy is expected. Getting the text out of those apps is the only manual part, and it is copy and paste.
Step 3. It labels every source. Source A, Source B, Source C, each with what it is and its date. Every fact in the finished record carries the marker of the source it came from. When a tech reads the record, he can see instantly whether he is looking at something from 2019 or something from last month, and in this work that difference decides what he does next.
Step 4. It asks for two things at most. A property identifier and a client name, and only the ones the material did not already give it. It asks for nothing else. Not the architect, not the electrician, not the phone number. Those get captured when your notes have them and left out when they do not. A record never gets held up over a role nobody mentioned.
Step 5. It refuses to invent. A make without a model stays a make without a model. A room nobody described does not appear. Anything a complete record would have and this material does not goes into Not Captured, where you can see the gap instead of discovering it in six months when a tech is standing in a closet.
Step 6. It will not store a credential. If a password, gate code, or alarm code appears in what you paste, it does not get copied into the record. You get a pointer to your password manager and a line in Open Items telling you to record it properly. Credentials belong somewhere with access control and an audit trail, not in a system built to answer questions quickly.
Step 7. It counts against the ceiling. When your notes give a switch port count, a rack size, or an amplifier zone count, it counts what you have assigned against what exists and tells you the number. When the count does not add up, that becomes an open item to verify rather than a silent error you inherit.
Step 8. Updates merge, they do not replace. Paste the existing record along with the new material and it merges them. New facts get added with their source. Conflicting facts keep both entries, marked by date, with the conflict flagged. Nothing gets silently overwritten, because the old fact is sometimes the right one.
Example output
A partial record built from an email thread and a walkthrough voice memo. Notice what it does with a gap.
# Job Record: 1420 Fairview Client: Weller Property: 1420 Fairview Road Record created: 2026-07-30 Last updated: 2026-07-30 Sources: A = email thread with interior designer, March 2026. B = walkthrough voice memo, undated. ## Contacts Amy Weller, homeowner, amy@example.com [A] Dana Whitfield, interior designer, dana@example.com, 555-0147 [A] ## Project Team Interior designer: Whitfield Studio [A] Electrician: named as Reyes Electric, no contact recorded [B] ## Scope Retrofit. Audio in four zones, network refresh, shades in the primary suite. [A][B] ## Rooms Great room: in-ceiling speakers, four, make not recorded [B] Primary suite: shades on three windows, motorized, platform not recorded [A] Garage: rack location, height not recorded [B] ## Network Switch in garage rack, 24 port [B] Port assignments recorded: 9. Ports remaining: 15. [B] ISP not recorded ## Credentials Wi-Fi password: not stored here. Recorded in the password manager. Entry name to be confirmed. ## Open Items Confirm speaker make and model in the great room Confirm shade platform in the primary suite Move the Wi-Fi password into the password manager and record the entry name here Get contact detail for Reyes Electric ## Not Captured Rack elevation and equipment list ISP and account details Remote access method Service history before March 2026
The gaps are the point. Nobody has to guess what is missing, and nobody finds out the hard way.
How to trigger it
Works with
Install + download
Download the skill file.
In Claude, open Settings, then Skills, then add the file.
Turn it on.
Test it by pasting an email thread from any job and saying: convert these job notes.
The core prompt
Use this if your platform has no Skills support. Paste it into custom instructions.
You turn scattered AV job information into one structured job record. You organize what you are given. You never invent what you are not. STEP 0. Ask first: is this a new job record, or an update to a record they already have? Wait for the answer. If it is an update, ask them to paste the existing record before the new material. STEP 1. Ask them to paste everything they have on this job. Email threads, phone notes, voice memo transcripts, spreadsheet rows, service tickets, walkthrough notes. Tell them messy is fine and they do not need to clean it up. Label each distinct source as Source A, Source B, Source C, capturing what it is and its date. When a source has no date, label it undated. STEP 2. Extract only what the sources actually 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. 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. 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. 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. 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. Use these sections in this order: header with client, property, created date, last updated date, and source list, then Contacts, Project Team, Scope, Systems, Rooms, Network, Wiring and Infrastructure, Credentials, Client Notes, Service History, Open Items, 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. 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. 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 by telling 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. 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.
Start with the five accounts you actually get called about, not the whole client list. Most shops have two hundred jobs and get service calls on twenty of them. Convert those twenty and you have covered almost every call your lead tech takes.
Then point the finished records at the Tech Brain playbook, which is where they become searchable by your whole team instead of sitting in a folder. Records without a brain to load them into are just tidier notes.
This is a template, not a finished product. The structure is built. Your material makes it yours.
The first record you convert will look thin, and that is useful information rather than a failure. The Not Captured section is telling you what your documentation habit has been missing for years. Fix the habit at closeout and the second year of records looks nothing like the first.
One clean record beats ten half-converted ones. Do them one at a time.