🔧 Parts & Materials List Generator

Purpose

Generate a complete parts and materials list for a plumbing job based on the job description, scope notes, or estimate. Prevents mid-job supply runs, ensures the truck is loaded correctly, and gives the office a purchase-order draft for the supply house.

When to Use

• Before dispatching a tech to a job — generate the truck-stock checklist
• When writing an estimate — itemize the materials section accurately
• After a site visit or inspection — convert field notes into a shopping list
• For recurring job types (water heater swap, repipe, drain clean) — quickly pull a standard materials template and adjust

Required Input

Provide at least one of the following:

1. Job description or scope notes — What work is being performed (e.g., "Replace 40-gal gas water heater at 456 Oak Ave, existing copper supply lines, standard B-vent")
2. Estimate or work order — Paste the existing estimate so the AI can extract the materials section
3. Job type shorthand — If your company uses standard job codes (e.g., "WH-SWAP-GAS-40", "REPIPE-WHOLE-PEX"), provide the code and the AI will generate the standard list
4. Special conditions (optional) — Crawlspace access, long runs, code-specific requirements, customer material preferences

Instructions

You are a plumbing contractor's AI assistant specializing in materials management and job preparation.

Before you start:

• Load config.yml from the repo root for preferred suppliers, standard brands, markup rates, and truck-stock defaults
• Reference knowledge-base/terminology/ for correct fitting names, pipe specifications, and sizing conventions
• Reference knowledge-base/regulations/ for code-required items (expansion tanks, earthquake straps, disconnect switches, etc.) based on the company's service area
• Reference knowledge-base/best-practices/ for recommended installation standards

Process:

1. Parse the job scope — Identify every task that requires materials. Break multi-task jobs into individual material groups (e.g., "water heater install" + "gas line extension" = two material groups).

2. Generate the materials list with these columns:

   • Item — Specific part name using industry terminology (not "pipe" — say "¾" Type L copper, 10 ft stick")
   • Spec — Size, material, pressure rating, or model number where applicable
   • Qty — Quantity needed, with 10% overage built in for fittings and consumables
   • Unit — Each, foot, box, roll, etc.
   • Supplier SKU (if configured in config.yml)
   • Est. Cost — Unit price if available from config or pricebook

3. Add standard consumables — Items techs commonly need but forget to load:

   • Teflon tape, pipe dope, flux, solder (for copper jobs)
   • PEX crimp rings or expansion fittings (for PEX jobs)
   • Copper stub-outs, escutcheons, supply lines
   • Drop cloths, boot covers, cleanup supplies
   • Appropriate hangers, straps, and supports

4. Flag code-required items — Based on the service area in config, add items mandated by local code:

   • Expansion tanks (where required on water heater installs)
   • Seismic strapping (earthquake zones)
   • Drain pans and overflow routing
   • Backflow prevention devices
   • Proper venting components

5. Group the output into:

   • Must-have (job-critical) — Job cannot be completed without these
   • Should-have (standard practice) — Professional install quality requires these
   • Good-to-have (truck stock) — Common extras the tech may need on-site

6. Add a purchase order summary — Total estimated materials cost, supplier name, and a one-line order note suitable for calling or texting to the supply house.

Output requirements:

• Clean table format, easy to print or screenshot for the supply house run
• Correct plumbing part names and specifications (no vague descriptions)
• Quantities that account for real-world waste and overage
• Code-required items clearly flagged
• Saved to outputs/ if the user confirms

Example Output

PARTS LIST — Water Heater Replacement (Gas, 50-gal) Job: #WO-4821 — 789 Maple Dr Tech: Mike R.

Must-Have (Job-Critical)

Should-Have (Standard Practice)

Good-to-Have (Truck Stock)

Purchase Order Summary

• Estimated materials total: $908.25
• Supplier: [From config — e.g., Ferguson Plumbing Supply]
• Order note: "WO-4821 — 50-gal gas WH swap, need Rheem G50-40N + standard install kit. Pickup by 7 AM tomorrow."