Every finished piece of work leaves a record behind.
Service visits, sales orders, building projects and support tickets each leave records in your systems. AI companies want the ones that show how the work turned out.
Each system holds one part of the job.
Link the records by customer and date, and they show every step your team took and why. AI companies license large collections of finished jobs like these, so their models learn to carry real work through to the end.
Three jobs, linked across five systems
Example- Rush order: Email, Customer records, Chat, Task tracking, Accounting
- Billing question: Email, Accounting, Chat, Accounting
- New account: Customer records, Email, Task tracking, Chat, Task tracking, Accounting
The collection AI companies license
- Rush order5 linked records
- Billing question4 linked records
- New account6 linked records
Find the systems your records live in.
Each one also has the question we'll ask on the first call.
Threads with customers and between your team, going back as far as your mail server keeps them.
Which mail and chat tools does your team use, and how far back do they go?
How this looks inArchitecture and engineeringSoftware companies
Accounts and deals, with the notes your sales team writes after each call.
Which CRM do you use, and do notes stay with each account?
How this looks inSoftware companiesWholesale distribution
Tickets from start to close, with every reply and the fix that worked.
Which help desk do you use, and are old tickets still there?
How this looks inSoftware companiesE-commerce and retail
Every change to your code since the first commit, with the discussion that got it approved.
Where does your code live, and do its changes point back to the tickets that asked for them?
How this looks inSoftware companies
The guides your team wrote for its own work, and the shared files that go with them.
Where do your team's written guides live, and does anyone still keep them current?
How this looks inManufacturingArchitecture and engineering
Each task with its owner and its comments, still there after the work is done.
Which task tool does your team use, and do finished tasks stay in it?
How this looks inSoftware companies
Invoices and payments for each customer and vendor, with the monthly check of your books against the bank.
Which accounting software do you use, and since what year?
How this looks inWholesale distributionProperty management
Every bill and expense report your team filed, with the name of the person who approved it.
Which tool handles bills and expenses, and does it keep a record of each approval?
How this looks inProperty management
Orders and stock, with the trail from purchase to shipment.
Which order system do you run, and how far back do your orders go?
How this looks inWholesale distributionManufacturing
Each job or project as it moved, with the notes and photos from the people who did it.
Which system do you use, and do notes and photos stay with each job?
How this looks inField servicesConstructionArchitecture and engineeringProperty management
Orders, refunds and returns, plus the messages customers send about them.
Which store platform do you use, and how far back do your orders go?
How this looks inE-commerce and retail
Shipments and proof of delivery, with any disputes along the way.
Which shipping system do you use, and do you track disputes?
How this looks inLogistics and freight
CAD drawings, CNC programs, PLC code and inspection reports, each tied to the part or line it was made for.
Which CAD and machine software do you use, and do old revisions stay on file?
How this looks inManufacturing
How one rush order moves through your systems.
It's the rush order from the top of this page. Each record sits in a different system, and read in order they show how your team made the call.
One rush order
ExampleRequestEmail
A long-time customer asks whether an order can arrive a week early.
Account notesCustomer records
Notes show what this customer usually orders and how often.
Team threadChat
Your team works out whether the schedule can fit it, and agrees on a rush fee.
Rush taskTask tracking
The order gets a new due date and an owner.
InvoiceAccountingOutcome
The invoice adds the rush fee, and the customer pays it.
What you can leave out.
You can leave out HR files and direct messages.
Records that belong to your clients go in only if you have the right to license them.
If a customer contract limits some of your records, we point that out early.
Anything else you name is left out too.
Common questions
AI companies usually look for at least two to three years of complete records as a starting point. The more of your records follow a job through to its finish, the more they're worth to a company training AI models.
No. Leave your records where they are. The first call is a conversation, so there's nothing to prepare.
Yes, and records that link up are worth more. A ticket that quotes an order number, or an email thread about a job, ties two systems to the same piece of work.
Yes, when each one is tied to the job or part it was made for. Photos, drawings, CNC programs and inspection reports show a model how the work was done.
Find out which of your records could earn you money.
Tell us the systems you run on, and we'll show you where the value sits.
Prefer to write? Email hello@sixonepartners.com.