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Condense truck repair notes to fit billing-company character limits with ChatGPT
Bobby Chambers, president of Liberty Fleet Solutions, a commercial truck repair business, interviewed on the Fullbay blog
The team pastes technician notes into ChatGPT and asks it to condense them to the billing company's limits, then copies the result into the forms; it also tidies grammar on other notes. He types up shop processes and asks Microsoft Copilot to make the document flow better. When he's angry at a customer or vendor, he types what he wants to say and lets ChatGPT or Copilot make it more professional. He uses Google Lens to identify mystery parts with no part number.
ChatGPT Free $0; Go $8/mo; Plus $20/mo · Microsoft Copilot: Individuals from $9.99/mo · Google Lens free
Easy · or we do it from $149/mo
ChatGPT, Microsoft Copilot, Google Lens
The problem
Some third-party billing companies' forms only accept a certain number of characters or words, so moving a tech's long notes into them was difficult. He also says he's more at home with machines than drafting long documents.
What happened
The blog says this sped up some workflows and made a difference for customers. He says Google Lens can save a ton of time on hard-to-identify parts. No time figures are given for his shop; the article is on the blog of Fullbay, which sells shop software, and his notes work used ChatGPT, not Fullbay's own AI.
Quoted in the source: Bobby Chambers, president, Liberty Fleet Solutions. Source: Fullbay blog: Diesel Goes Digital Reloaded, How Commercial Repair Shops Are Using AI (Suz Baldwin) (2025-10-28) · Added 2026-10-16.
How to set it up yourself
- What Liberty Fleet Solutions used: ChatGPT to condense tech notes to billing-form limits and clean up grammar, Microsoft Copilot to make written shop processes flow better, ChatGPT or Copilot to calm down angry emails, and Google Lens to identify parts.
- In ChatGPT, select New project in the sidebar, name it "Billing notes" and paste the prompt below as the instructions with each billing company's character limit. Paste a tech's notes into a new chat and copy the result into the form.
- Have the tech or service writer read every condensed note before it's submitted, checking that part numbers, readings and labor are unchanged.
- For a rough email or shop process, type it out as you'd say it and paste it into Microsoft Copilot or ChatGPT with: rewrite this so it's professional and clear, keep every fact. For a part with no number, open the Google app, tap the Lens camera icon and photograph it.
Copy-paste prompt
Condense these technician notes for {BILLING COMPANY} so they fit in {CHARACTER LIMIT} characters, including spaces. Keep the complaint, cause, correction, part numbers, measurements and labor exactly as written. Use standard heavy-duty repair terms and no filler. Show the character count at the end. Notes: {TECH NOTES}.One short email a day: 3 new AI use cases from real small businesses, each with its source and setup steps, plus a Tool of the Day. Free, no spam, unsubscribe anytime.
Tools used
ChatGPT
General AI assistant for writing, research, brainstorming and analysis.
From Free $0; Go $8/mo; Plus $20/mo; Pro $100/mo (checked 2026-10-14)
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Microsoft Copilot
Microsoft's AI assistant, integrated with Microsoft 365 apps.
From Individuals from $9.99/mo; Business from $18/user/mo (promo) / $23.50 paid yearly (checked 2026-10-14)
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Checked prices: ChatGPT: from Free $0; Go $8/mo; Plus $20/mo; Pro $100/mo (verified 2026-10-14) · Microsoft Copilot: from Individuals from $9.99/mo; Business from $18/user/mo (promo) / $23.50 paid yearly (verified 2026-10-14)
Rather not do it yourself?
We'll set this up in your tools, in your voice, tested. $149/mo with setup included (6-month minimum), or $497 pay-once. Satisfaction guarantee: we'll fix it until it works. Pay-once setups: or we refund your setup fee. $149/mo plan: cancel in the first 30 days and we refund your first month. Terms. We reply within 1 business day.
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