Write a year-end equipment and capital request with AI

Turn your notes on worn-out machines and bottlenecks into a clear, one-page request for next year's budget.

The problem

Budget meetings happen in December, and the plant manager who explains the need clearly gets the new compressor. Most requests are a few scribbled numbers that are easy to turn down.

Step by step

1. 1Gather downtime hours, repair costs and quotes for each machine or project you want funded.
2. 2Paste the numbers into the prompt below; leave out vendor pricing you're not allowed to share.
3. 3Check every figure and payback estimate yourself before it goes to the owner or finance.
4. 4Ask your accountant about timing and tax treatment of the purchase; the AI won't know your situation.
5. 5Attach the real quotes and records behind the summary.

Copy-paste prompt

Help me write a capital request for next year. For each item: [machine or project, problem it fixes, downtime hours this year, repair spend this year, quote amount, expected savings]. Give me: (1) a one-page summary ranked by payback, using only my numbers and showing the simple math; (2) a short paragraph per item in plain language for the owner; (3) what happens if we wait another year; (4) questions finance is likely to ask. Mark any tax or depreciation question as [ASK ACCOUNTANT].

Review AI output before using it. Don’t paste confidential, customer or patient data into tools your company hasn’t approved.

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