Special-Order Parts Request Desk

The problem this kills

A tech is at a job and needs a part that isn't on the truck. They text the office. Someone maybe writes it on a sticky note. The part gets ordered twice - or never. Three days later the customer calls asking why nobody came back, and now you're chasing a PO number that lives in someone's head.

Special-order and will-call parts are where service jobs quietly die. The request isn't tied to the work order, nobody knows the ETA, two techs order the same SKU, and the purchasing coordinator finds out about half of it after the fact. The fix isn't another spreadsheet - it's one tidy desk where every parts request is captured against the job, matched to a real catalog item and vendor, turned into a draft PO, and held for a human to approve before a dime is spent.

What you'll build

A small, private web app for your team:

• Techs submit a parts request from their phone - what they need, the work order or asset it's for, urgent vs. stock-out, and the expected ETA they were quoted.
• The tool matches the request to your parts catalog (SKU, description, price) and the right vendor, then drafts a purchase order with vendor, quantity, and price filled in.
• A purchasing coordinator reviews and approves the draft - the human gate. Nothing gets sent or exported until a person says yes.
• Approved POs are sent or exported as a clean CSV in the exact columns your purchasing system expects, and linked back to the work order so the job is never orphaned.
• Duplicate guard so the same part can't be ordered twice for the same job.

What's inside the Implementation Plan

The plan is a complete, paste-and-go runbook. You open Claude Code, paste the whole file, and it walks you through the build step by step - every step ends with a ready-to-copy prompt.

It starts by interviewing you about your business. Before it writes a single line, the plan has the AI ask you about your current parts process, the systems and sheets you use, your real field names and SKU conventions, your typical and peak request volumes, your approval rules, and your messy edge cases (back-orders, substitutions, will-call vs. shipped). It reads back a short tailored spec, you give a thumbs-up, and only then does it build - so you get a tool shaped to how you actually work, not a generic template.

Inside you'll find: the discovery interview, the data model tuned to your answers, the request form, the catalog/vendor matching, the draft-PO and approval workflow, email notifications, and the CSV export - plus a verification checklist so you know it works.

The governance it includes (this is the point)

This isn't a toy. The plan builds in the controls a real operation needs:

• Login so only your team can use it.
• Row-level security so people only ever see their own organization's data.
• A complete audit trail - who requested, who approved, who exported, and when.
• A hard human-in-the-loop approval gate - the AI drafts the PO, a coordinator reviews and approves, and only then is anything sent or written out.
• Duplicate guards so the same (work order + SKU) can't be processed twice.

Who it's for

Field service technicians who need parts ordered without playing phone tag, parts and purchasing coordinators who are tired of chasing requests, and service managers who want every special-order part tied to its job with a clean approval trail.

You've got this - paste the first prompt and let the interview tailor the rest.