AI Summaries

Generate professional work order summaries using AI. Transform technician notes and labor entries into polished, customer-ready descriptions with one click.

What Are AI Summaries?

ShopTrack integrates with OpenAI to generate professional summaries of work performed. The AI analyzes:

  • Labor entries and descriptions
  • Parts used
  • Technician notes
  • Work order type and description

And produces a clear, professional summary suitable for customer invoices and records.

AI Summary Example
An AI-generated summary based on work order data. ai-summary-example

Generating a Summary

To generate an AI summary:

  1. Open the work order
  2. Click the AI Tech tab
  3. Click Generate Summary
  4. Wait a few seconds for the AI to process
  5. Review and edit the generated summary if needed
  6. Click Use This Summary to add it to the work order
Generate Summary Button
Click Generate Summary to create an AI-powered description. ai-generate

Editing Generated Summaries

AI summaries are starting points, not final documents. You can:

  • Edit the text directly before saving
  • Regenerate if the first result isn't satisfactory
  • Add additional context or details
  • Remove any inaccurate information

Always Review AI Output

AI summaries are generated based on the data in the work order. Always review the summary for accuracy before sharing with customers. The AI may occasionally misinterpret technical details.

Summary Styles

Choose different styles for your summaries:

  • Detailed - Comprehensive description of all work performed
  • Brief - Concise summary of key points
  • Technical - More technical language for knowledgeable customers
  • Customer-Friendly - Simple language avoiding technical jargon

Using Summaries

Once generated and approved, summaries can be:

  • Added to work description - Update the main work order description
  • Included in invoices - Professional description for billing
  • Shared with customers - Clear explanation of completed work
  • Exported - Include in PDF reports and documents

AI Chat

Beyond summaries, you can chat with the AI about the work order:

AI Chat Interface
Ask questions or request specific information about the work order. ai-chat

Example prompts:

  • "Summarize the electrical work performed"
  • "What parts were replaced?"
  • "Generate a recommendation for follow-up maintenance"
  • "Explain what was done in simple terms for the customer"

Setting Up AI Integration

AI features require an OpenAI API key. Administrators can configure this in Settings → Integrations → OpenAI.

See Integrations for setup instructions.

Best Practice: Detailed Input = Better Output

The AI generates better summaries when there's detailed information to work with. Encourage technicians to write descriptive labor entries and notes. "Replaced corroded fuel line from tank to engine" produces a better summary than "Fixed fuel issue".