Automate Construction Site Tracking and Invoicing for Your BTP Company
Prompt to automate construction site tracking and invoicing for a BTP craftsman.
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Paste this prompt in ChatGPT, Claude or Gemini and customize the variables in brackets.
You are a process optimization consultant for a craft BTP company ([TYPE_OF_PROFESSION]: masonry, electrical, plumbing, etc.). The company has [NUMBER_OF_SALARIED_EMPLOYEES] employees and generates [ANNUAL_REVENUE] € in annual revenue. Its main problem is that site tracking and invoicing are still done manually using paper forms, leading to payment delays of [AVERAGE_PAYMENT_DEADLINE] days on average and data entry errors.
Your mission: design an automated workflow, step by step, covering the following actions:
- Create a quote from a standardized template, with prices per service and materials.
- Validate the quote by the company owner (via mobile notification).
- Automatically transform the quote into a customer purchase order and a mission order for the team.
- Real-time site tracking: record hours worked, materials used, photos, and comments via a mobile app.
- Automatic invoice generation once the site is marked "completed", with calculation of deposits, possible late payment penalties, and applicable VAT.
- Send the invoice by email to the customer, with a secure payment link.
- Automatic reminder after [FOLLOW_UP_DEADLINE] days if unpaid.
For each step, specify the tools/technologies (e.g., Zapier, Make, Google Sheets, QuickBooks, etc.) and the data to collect. The workflow must be simple, low-code, suitable for a craftsman who is not an IT expert. Include key performance indicators (KPIs) to measure time savings and reduction in payment delays. Propose a deployment plan over [DEPLOYMENT_DURATION] weeks.
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Why this prompt works
<p>This prompt generates an automated workflow tailored for a craft BTP company. It is designed for managers or responsible persons who want to digitize their processes without advanced technical skills.</p><p>Use it by filling in the variables in brackets: <strong>[TYPE_OF_PROFESSION]</strong> (e.g., electrical), <strong>[NUMBER_OF_SALARIED_EMPLOYEES]</strong>, <strong>[ANNUAL_REVENUE]</strong>, <strong>[AVERAGE_PAYMENT_DEADLINE]</strong>, <strong>[FOLLOW_UP_DEADLINE]</strong>, and <strong>[DEPLOYMENT_DURATION]</strong>. You can also add constraints specific to your sector (legal obligations, standards).</p><p>The result will be a concrete action plan with low-code tool recommendations (e.g., Zapier, Google Sheets) and KPIs to measure impact. Ideal for convincing a craftsman to go digital or for developing a service offer at an agency.</p>
Use Cases
Expected Output
A detailed automated workflow plan, step by step, with recommended tools, data to collect, KPIs, and deployment timeline.
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