For home services and trades · Washington DC metro
The job's done at 4.
The write-up's done at 7.
Your tech finishes the install, then sits in their truck for an hour writing it up — invoice notes, customer summary, photos labeled, follow-up scheduled. Multiply by every job, every day. I build voice-to-write-up systems that turn a 90-second walkaround on the customer's lawn into a finished invoice draft, customer email, and CRM record before your tech is pulling away.
Voice memo · 2:14
“Replaced the 40-gallon heater, added an expansion tank, three and a half hours, recommend they flush it next spring.”
Done before the tech left the driveway — not at 7pm on the couch.
The hidden hour
Every job has a second job. Nobody bills for it.
Wrench turns at 7. Last call at 4. Then the real shift starts: typing notes into ServiceTitan, picking which photos go to the customer, drafting the recommended follow-up, writing the invoice line items. Forty-five minutes per job if your tech is fast. An hour-fifteen if they're not.
Or worse — they skip it. The notes are sparse, the photos are unlabeled, and three months later when the customer disputes the charge, nobody can find the record of what was actually done. The write-up was supposed to protect you. Now it's the thing that's exposing you.
What I build
A voice memo and a few photos in. A finished write-up out.
Standing on the customer's lawn, your tech opens an app on their phone, hits record, and walks through what they did in the way they'd already explain it: "Replaced the capacitor on the outdoor unit. Found a refrigerant leak at the line set — recommended R-22 retrofit, customer wants to think about it. Photos of the burn marks on the contactor."
By the time they're back in the truck, that voice memo is structured into:
- • Invoice line items with parts and labor
- • Customer-facing summary email with the photos labeled
- • A follow-up task scheduled for the recommended retrofit
- • Internal notes for the office, formatted the way your CRM wants
- • Tomorrow's tech sees the right history if there's a callback
Tech reviews, hits send. Total time: under two minutes per job. The write-up they used to do at 7 is done before they've left the driveway.
Plays with your stack
Whatever runs your shop, it works with.
ServiceTitan, Housecall Pro, Jobber
Drops finished records into the right job. Invoice drafts, customer summary, photos labeled and attached.
FieldEdge, Service Fusion, smaller systems
Same flow — the integration is the only piece that changes. Most have an API; the ones that don't get email-based handoff.
Quickbooks + email
If your shop runs lean and you don't have a field-service platform, the system writes invoices into Quickbooks and emails the customer summary directly. Same speed, fewer moving parts.
Same pattern, different industries
Anywhere a person finishes a job and has to write it up.
Home inspectors
Walkthrough notes plus a few hundred photos turn into a structured inspection report with the right sections, severity ratings, and follow-up recommendations.
Veterinary discharge
Vet finishes the visit, dictates the discharge summary, system formats it into the owner-facing handout and the medical record. Last hour of the day stops being paperwork.
Cleaning and janitorial
Crew finishes a job, dictates exceptions and conditions, generates the customer-facing report and any flagged items for the next visit.
Engagement
Pilot on one truck for a week. Roll out from there.
Most shops start with a single tech for a week. We tune the system to your terminology, your CRM, your invoice format. Once that tech is faster and the write-ups are better, the rollout to the rest of the crew is a video. Pricing fits the homepage's $500–$1,500 range for a single-shop build.
Other problems I solve
Insurance agencies
Reach the whole book before renewals lapse.
Read more →Accounting and bookkeeping firms
Stop chasing W-2s every January.
Read more →Owner-operators
200 emails a day. 10 actually need you.
Read more →Home services, dental, auto repair
Your happy customers never say so publicly.
Read more →Law, financial, event vendors
The first call is the same twelve questions.
Read more →Ready?
Want your techs home at 5?
Fifteen minutes to walk through your current write-up flow and figure out where the time actually goes. I'll tell you what I'd build and what it costs.