Smarter Week

How to automate it

How to automate “look up model numbers, manuals and error codes”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

15 min
typically, every day
50%
of the time can be automated
Easy
to set up

Fix 1 of 2

AIBest fix

Snap the data plate or error code and ask AI

Phone AI assistants can read a data plate photo, find the model, decode the error and point you to the right manual page. Always confirm against the maker's manual before you act.

Typically saves about 40% of the time5 min to set up
  1. 1Photograph the data plate and the error display.
  2. 2Upload them to an approved AI app on your phone with the prompt below.
  3. 3Use the answer to find the right section of the official manual quickly.
  4. 4Follow the manufacturer's procedure and safety steps, not the AI alone.
Prompt to copy
From this photo, tell me the make, model and serial number. The unit is showing [ERROR CODE OR SYMPTOM]. List the most likely causes in order, what to check first, and which section of the manufacturer's service manual covers it. Say clearly if you are unsure.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Manufacturer apps and online manuals

Fix 2 of 2

Software feature

Look up job details, history and equipment in the app instead of calling the office

Field apps show the customer's past visits, equipment, notes, gate codes and photos. When the office records them there, techs stop phoning and dispatchers stop being interrupted.

Typically saves about 45% of the time1 h to set up
  1. 1Agree that every job note, gate code and equipment detail goes into the job record, not a text or a sticky note.
  2. 2Show techs where to find customer history and past photos on the mobile app.
  3. 3Add model and serial numbers to the equipment list on each visit.
  4. 4Dispatchers reply to repeat questions with "it is in the app" and add it if it was missing.

Tools: ServiceTitan, Jobber, Housecall Pro, FieldEdge, Workiz or simPRO

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Field service technician

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Field service technicians