These are prompts for the office work around a dirt job: leads, bids, change orders, the schedule, and the site. Copy one, change the parts in brackets, and paste it into your AI.
Reading works with either kind of API key. Anything that creates or changes a record needs a Read-Write key.
Leads and bid invitations
Add a new lead in Projul for [Ridgeline Homes] called [Ridgeline Lot 14 Site Package] at [2280 N 3400 W, Hurricane, UT]. Notes: [house pad, driveway, utility trench, plans Friday]. Likelihood of sale [70]%, estimator [Dan Reyes].
Add a lead in Projul called [Whitcomb Yard Drainage] for a new client, [Ellen Whitcomb], phone [(435) 555-0175]. Job at [744 S Bluff View Dr]. Notes: [standing water at the north foundation, wants a French drain and a regrade, 46-inch gate].
Log an outbound call on [Ridgeline Lot 14 Site Package] in Projul: reached [Nate], [Tuesday at 4:10 pm]. He said [the pad elevation dropped 8 inches and the culvert is a separate line].
Log an in-person site visit on [Boone Drain Field Replacement] in Projul today: [walked the field with the designer, well is 118 ft from the new field, access is over the neighbor's gravel with permission].
Schedule an estimate meeting on [Whitcomb Yard Drainage] in Projul for [Thursday, 7:30 to 8:30 am] with [Dan Reyes].
Add a follow-up reminder on [Whitcomb Yard Drainage] in Projul for [March 3]: [call once the frost is out and the ground will hold a machine].
Move [Boone Drain Field Replacement] in Projul to the [Write] stage and set the likelihood of sale to [85]%.
Mark [Ridgeline Lot 14 Site Package] in Projul as sold and note that [Nate signed on the 12th, pad cut the week of October 6].
Mark [Whitcomb Yard Drainage] in Projul as lost. Note: [went with a landscaper doing surface grading only, we were about $2,600 high on the drain].
Bidding and estimates
Create an estimate in Projul for [Halvorsen Septic and Driveway] from my [Residential Septic Package] template and apply our [Utah] sales tax.
Build an estimate in Projul for [Kessler House Pad] with sections for [erosion control, clear and grub, mass excavation and haul-off, utility trench, backfill and compaction, finish grade]. [Give your quantities, units, costs and markups for each line.]
Add a [Mobilization] section to [Kessler House Pad] in Projul: [2] mobilizations at [$450] each plus [15]%, and [3] hours of lowboy at [$185] plus [20]%.
On the [Kessler House Pad] estimate in Projul, change the cut to [1,150] cubic yards and the export to [26] loads, and raise the excavator hours to [38].
Add an [Import and compact structural fill] line to the [Backfill and compaction] section of [Kessler House Pad] in Projul: [180] cubic yards at [$39] plus [20]%.
Add a [Permits and fees] section to [Halvorsen Septic and Driveway] in Projul with [grading permit, $340] and [septic permit and inspection, $525], both with no markup and not taxable.
On [Halvorsen Septic and Driveway] in Projul, add an optional [Site options] section the client can pick any of, none selected: [12-inch by 30-ft culvert with flared ends, $1,180], [import 60 cubic yards of structural fill, $2,340], [grind and haul the stump pile, $860].
Make the [Driveway surface] section on [Halvorsen Septic and Driveway] in Projul a selection where the client must choose one: [4 inches of base, $4,680] or [6 inches of base, $6,940], with the 4-inch option selected.
On [Kessler House Pad] in Projul, show the quantities in every section but hide the individual line prices in [Mass excavation and haul-off].
Apply our [Utah] tax rate and the [Repeat builder 3%] discount to [Ridgeline Lot 14 Site Package] in Projul.
On the [Halvorsen Septic and Driveway] estimate in Projul, write the introduction and the contract text. State that the bid assumes no rock, no groundwater and no unsuitable material below [4] feet, that rock excavation is [$285] per hour of hammer time, that export of unsuitables is [$210] per load plus dump fees, and that imported structural fill is [$39] per cubic yard placed and compacted.
Check the [Kessler House Pad] estimate in Projul before I send it: lines with no cost, sections with no lines, anything not taxed that should be, and any section under [20]% margin.
Change orders
Add a change order to [Halvorsen Septic and Driveway] in Projul called [Rock in the drain-field trench]: [9] hours of hammer time at [$285] plus [20]%, [4] export loads at [$210] plus [15]%, and [46] tons of dump fees at [$12] plus [10]%. Apply our [Utah] sales tax.
Add a change order to [Kessler House Pad] in Projul called [Unsuitable soil and import]: export [310] cubic yards at [$14] plus [15]% and import [280] cubic yards of structural fill at [$39] plus [20]%.
Add a change order to [Halvorsen Septic and Driveway] in Projul removing the [6] stockpile export loads at [$210] each, because the owner is keeping the topsoil on site.
Add a change order to [Ridgeline Lot 14 Site Package] in Projul called [Second stump pile]: [6] hours of machine time at [$165] plus [35]% and [3] loads at [$210] plus [15]%.
Add a change order to [Kessler House Pad] in Projul crediting the client [$1,240] because the culvert was supplied by the general contractor.
The schedule and the crews
Create a task on [Halvorsen Septic and Driveway] in Projul called [Mass excavation and haul-off, 35-ton and dozer] for [Monday through Wednesday, 7 am to 4 pm] with [Luis Ortega] all three days and [Tom Hedges] on [Wednesday].
Add a deadline on [Halvorsen Septic and Driveway] in Projul: [county septic inspection] on [October 24, morning].
Add an unscheduled task to [Ridgeline Lot 14 Site Package] in Projul called [Backfill and compact the service trench after the transformer is set]. No date yet.
Assign the [Trenching crew] team to the [Utility trench] task on [Ridgeline Lot 14 Site Package] in Projul.
Take [Luis Ortega] off [Drain-field trench and tank set] in Projul on [Thursday] and put [Ray Coleman] on instead.
Add these steps to [Mass excavation and haul-off] on [Halvorsen Septic and Driveway] in Projul: [confirm the locates are still valid, walk the limits with the stakes, spoil pile uphill of the swale, trench box on site, water truck after 11, photograph the subgrade before fill].
It rained out today. Push [Finish grade] and [Place and compact base] on [Halvorsen Septic and Driveway] in Projul out two working days with the same crews, and note that [the site was too wet to hold the roller].
The base rock is coming [Wednesday] instead of [Thursday]. Move [Place and compact base] on [Halvorsen Septic and Driveway] in Projul to [Wednesday, 7 am to 4 pm] and tell me who is already booked that day.
Set up a repeating task in Projul called [Walk the silt fence and entrance rock] every [Friday at 3 pm] for [Tom Hedges], from [October 1] through [April 30].
Mark [Erosion control and entrance rock] on [Halvorsen Septic and Driveway] in Projul complete.
What is on the schedule in Projul for [next week], by person and by job? Flag anyone booked on two jobs the same day.
Build the schedule in Projul for [Kessler House Pad] starting [October 6]: [locates] day one, [erosion control] day two, [clear and grub] days three and four, [cut and fill] the following Monday through Thursday, [utility trench] Friday, [backfill and compaction] the Monday after, [finish grade] the Tuesday. [Luis Ortega] on the machine work, the [Site crew] team on the rest.
Start a new project in Projul called [Boone Drain Field Replacement] for [Marcus Boone] from my [Septic Replacement] schedule template beginning [October 13], and bring the crews across.
From the site
Upload these photos to [Halvorsen Septic and Driveway] in Projul, attach them to the [Drain-field trench and tank set] task, and label them [Pipe on grade before backfill, inspector present].
Upload [canyon-soils-boone-design.pdf] to [Boone Drain Field Replacement] in Projul and label it [Septic design, Canyon Soils].
Add a note to [Kessler House Pad] in Projul: [hit hardpan at about 5 feet across the north third, cost most of a day, photos attached, going on a change order].
Log a text on [Ridgeline Lot 14 Site Package] in Projul: [Nate approved moving the driveway two feet north to save the cottonwood, 2:40 pm today].
Get me the [septic design] file off [Boone Drain Field Replacement] in Projul.
List every photo on [Halvorsen Septic and Driveway] in Projul in the order it was added, with its label.
Reading your own numbers
List every estimate in Projul that is still a Draft, with its project, its estimator and its projected total.
Which estimates in Projul are waiting on the client and are past their expiry date?
What is the gross margin on [Kessler House Pad] in Projul, and which section has the lowest margin?
Across my sold jobs in Projul this year, what did I charge per cubic yard of export, and how much does it vary?
Which leads in Projul have had no message and no task on them in the last [21] days? Give me the client, the stage and the last thing that happened.
List the jobs in Projul with an approved estimate and no scheduled tasks in the next [14] days.
Summarize [Halvorsen Septic and Driveway] in Projul for me: the estimate and its change orders, what is scheduled, what is complete, and the last five notes.
Templates worth building once
Save the [Halvorsen Septic and Driveway] estimate in Projul as a template called [Residential Septic Package].
Create a section template in Projul called [Erosion control] with [300 lin ft of silt fence at $2.10 plus 20%], [24 tons of entrance rock at $28 plus 20%], and [8 hours of labor at $52 plus 45%].
Create a section template in Projul called [Mobilization] with [2 mobilizations at $450 plus 15%] and [3 hours of lowboy at $185 plus 20%].
Add these to my cost-item library in Projul: [Excavator and operator, $165 per hour, 35% markup, labor], [Dozer and operator, $145 per hour, 35% markup, labor], [Export load, $210 each, 15% markup, other], [3/4-inch road base, $26 per ton, 20% markup, material].
What estimate templates and section templates do I have in Projul?
Publishing and sending an estimate or a change order are done in Projul. See Can my AI publish or send an estimate?.
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