AI for HVAC, plumbing and electrical
The trucks are busy and the office is buried. Start with the office.
Turn the tech's notes into a written estimate
The tech texts or dictates rough notes from the job, and the AI turns them into a clear estimate description a homeowner can follow. You enter the options and prices yourself, so the AI only writes the words around them.
Time back: Saves the office the first 15 minutes of every written quote.
Prompt to copy:
You are helping the office at [BUSINESS NAME], a [HVAC / plumbing / electrical] company. Turn the technician's notes below into a written estimate description a homeowner can understand. Tech notes: [PASTE NOTES, NO CUSTOMER NAME OR ADDRESS] Options we are offering: [OPTION 1 AND PRICE]; [OPTION 2 AND PRICE] Warranty: [PARTS AND LABOR TERMS] What is not included: [EXCLUSIONS] Rules: Use only the facts above. Do not invent model numbers, prices, warranty terms, code requirements or timelines. Do not diagnose beyond what the tech wrote. Plain language, under 250 words. If anything you need is missing or unclear, ask me first: list your questions instead of guessing.
Watch out: Someone who knows the job checks every line item, model number and price before the estimate goes to the customer.
Draft replies to the questions customers ask every week
Service call fees, maintenance plans, scheduling windows and repair-or-replace questions come in all day. The AI drafts the reply from your own published answers, and the office edits and sends it.
Time back: Takes the blank-page part out of the same dozen emails and texts the office answers every week.
Prompt to copy:
You draft customer replies for [BUSINESS NAME]. Here is what we tell every customer: [PASTE YOUR business.md OR YOUR PUBLISHED FEES, HOURS, SERVICE AREA AND POLICIES]. Customer message: [PASTE MESSAGE, NO LAST NAME OR ADDRESS] Rules: If the message mentions a gas smell, carbon monoxide alarm, sparking, a burning smell or flooding, the first line says what to do right now and gives our emergency number, [EMERGENCY NUMBER]. Never promise an arrival time; offer a window and say we call ahead. Never diagnose; say what it could be and that the tech will confirm. Never quote a replacement price; offer an estimate visit. Use only the facts I gave you and do not invent prices or policies. If you need a fact I did not give you, ask me. Under 150 words.
Watch out: A person reads every reply before it goes out, and any safety message also gets a phone call, not just a text.
Write the seasonal tune-up reminder
Fall furnace and spring AC tune-ups are the reminders that keep getting pushed to next week. The AI drafts the email, postcard and short text from your real offer, in a few versions you can pick from.
Time back: Gets a season's reminders drafted in one sitting instead of another week of 'we should send something.'
Prompt to copy:
Write a [FALL FURNACE / SPRING AC] tune-up reminder for [BUSINESS NAME] in three formats: a short email, postcard text, and a text message under 300 characters. The offer: [WHAT IS INCLUDED, PRICE, DATES IT RUNS] Maintenance plan: [WHAT IT INCLUDES AND COSTS, OR 'NONE'] How to book: [PHONE, LINK] Our tone: [E.G., FRIENDLY, NO HARD SELL] Rules: Use only these facts. Do not invent discounts, deadlines, savings figures or energy claims. Do not use scare language about breakdowns. If a detail is missing, ask me before you write.
Watch out: Check the price, dates and offer terms against what the office will honor, and only text customers who agreed to get texts from you.
First step
Copy the Home Services starter from Industry Starters (/library/19), fill in your real prices and policies, and use it with the customer-reply prompt on this week's email.