ChatGPT Apps + Toolfy job creation playbook
Walkthrough for letting office staff (or customers) create Toolfy jobs straight from ChatGPT conversations via the MCP integration.
ChatGPT Apps + Toolfy job creation playbook
Toolfy already ships an MCP (Machine Control Protocol) server that ChatGPT Apps can talk to. Use it to capture intake details, create customers, and spin up jobs without touching the dashboard. Here’s how to go from idea to working tool in under a day.
1. Scope the conversation
- Decide what ChatGPT should collect: customer name, contact, location, job type, preferred date, assets, notes, and deposit requirement.
- Keep the prompt short and structured. Example: “Ask the caller’s details, describe the problem, request photos if available, and confirm deposit consent.”
2. Connect to Toolfy MCP
- In ChatGPT Apps Studio, add a Toolfy MCP tool using the manifest from
docs/CHATGPT_APPS.md. - Paste your Toolfy PAT (scoped to
customers:write+jobs:write). - Map the
create_customerandcreate_jobactions with human-friendly descriptions so agents know what they do.
Need a shortcut?
Store the PAT + manifest URL inside the ChatGPT Apps “Secrets” vault so your ops team can publish the Toolfy tool without chasing engineering.
3. Conversation flow
Agent: “Happy to help. I’ll grab a few details to book you in.”
↓ collects structured answers
Agent: Calls `create_customer` with the payload
Agent: Calls `create_job` referencing the returned customer_id
Agent: Shares the confirmation number + deposit link
- Every API call logs
x-agent: chatgpt, so your audit trail shows the request was automated.
4. Required headers & safety
- Pass
Authorization: Bearer <PAT>andx-org-idfor the workspace you want to write to. - Validate user membership if you allow staff to switch orgs mid-chat.
- Use the idempotency key support on
POST /api/jobsto avoid duplicate jobs if the assistant retries.
5. Bonus workflows
- After job creation, call
create_invoicewithstatus: draftso finance just reviews and sends. - Trigger a Toolfy reminder via the MCP to text the customer the booking confirmation without leaving ChatGPT.
- Pipe the conversation transcript into the job notes so techs see exactly what the customer said.
6. Governance checklist
- Store PATs in the ChatGPT Apps “Secrets” vault; rotate monthly.
- Monitor Toolfy’s
x-agentlogs for unusual volume; rate limits already attribute back to the tool. - Provide staff a fallback form (Toolfy job board) in case ChatGPT is down.
Need the manifest or sample prompts? Grab them from docs/CHATGPT_APPS.md or email support@toolfy.io for a starter pack.
⚠️ Important Disclaimer
This guide is for general informational and educational purposes only. It does not constitute professional advice of any kind (legal, financial, tax, insurance, or otherwise).
Before making business decisions: Consult with qualified professionals (solicitors, accountants, insurance brokers, etc.) who can assess your specific circumstances. Laws, regulations, and industry standards change frequently and vary by location and situation.
Toolfy and the article authors accept no liability for decisions made or actions taken based on information provided in this guide. You are solely responsible for ensuring compliance with all applicable laws and regulations.
Frequently Asked Questions
Can ChatGPT create jobs directly in Toolfy?
How do I prevent duplicate jobs from ChatGPT retries?
What if ChatGPT is down during intake?
Need this workflow in Toolfy?
Spin up the exact checklist, scripts, and automations from this article inside your workspace.
Related Articles
Reminder & workflow stack template for 2026 service teams
Reminders, payouts, Slack alerts, and API hooks—one blueprint for running a lean field service workflow stack inside Toolfy.
Customer Not Home for Scheduled Appointment: Your Response
You arrive for a booked appointment. No one
Multi-day installation scheduling playbook
Quote, schedule, and complete multi-day installation jobs without double-booking crews. Templates and Toolfy workflows included.

