Prompts for the work a painting company does every week. Copy one, change the parts in brackets, and paste it into your AI.
Reading works with either key; anything that creates or changes a record needs a Read-Write key. You do not need special wording, say the job, the client and the numbers the way you would say them to your office manager.
Leads and clients
Add a lead in Projul for a new client, [Nora Whitfield], phone [(435) 555-0119], email [nora@example.com]. The job is [Whitfield Interior Repaint] at [742 N Bluff St, St. George, UT 84770]: five rooms, ceilings, trim and doors. Likelihood [70]%.
Here is the web form that came in overnight. Create the client and the lead in Projul from it and put the description in the project notes. [Paste the form.]
Add a lead in Projul for [Ray Cardoza], who we painted inside two years ago, called [Cardoza Exterior Repaint] at the same address. Body, trim, fascia and soffits, wanted in [April].
Add four leads in Projul for [Ridgeline Property Management]: unit repaints at [12, 14, 21 and 23 Ridgeline Ct]. Two coats on walls and ceilings, trim as needed.
Update [Nora Whitfield] in Projul: her new mobile is [(435) 555-0187] and add [nora.whitfield@example.com] as a second email.
Follow-ups and the pipeline
Log on [Whitfield Interior Repaint] in Projul that I called Nora this morning, reached her, and she picked [Alabaster] for the ceilings.
Log on [Cardoza Exterior Repaint] in Projul that I tried Ray at [4 pm] and got no answer.
Log a site visit on [Ridgeline Unit 12] in Projul: walked it with the property manager, two rooms need a stain-blocking primer.
List every lead in Projul in the Send stage with no follow-up logged in the last [10] days, with the client, the phone number and the estimate total.
Which exterior leads in Projul have been sitting since [last summer] without an answer?
Create a follow-up reminder in Projul on [Whitfield Interior Repaint] for [next Monday at 8 am], assigned to [Dana Kessler], called [Call about the estimate].
Move [Whitfield Interior Repaint] in Projul to the Send stage.
Mark [Whitfield Interior Repaint] in Projul as sold and log that Nora approved by phone.
Mark [Ridgeline Unit 12] in Projul as lost. They used an in-house crew. Log the reason.
Interior estimates
Create an estimate for [Nora Whitfield] on [Whitfield Interior Repaint] in Projul from my [Interior Repaint, 2 coat] template. Apply our [Utah] sales tax.
Build an estimate in Projul for [Whitfield Interior Repaint] with sections for [surface prep, ceilings, walls, trim and doors, materials and sundries]. Walls [3,240] sq ft at [$0.72] per sq ft with [45]% markup; ceilings [1,180] sq ft at [$0.65] with [45]%; base and casing [412] lin ft at [$1.85] with [45]%; [11] doors at [$62] each with [45]%; [18] gallons of [interior eggshell] at [$46] with [30]%; [4] gallons of [ceiling flat] at [$32] with [30]%; [3] gallons of [semi-gloss enamel] at [$54] with [30]%; prep [14] hours at [$48]/hr with [45]%. Apply our [Utah] tax.
Create an estimate in Projul for [Ridgeline Unit 14] laid out as [prep, walls and ceilings, trim, materials]. Use my usual rates from the cost-item library, put in reasonable quantities for a [950] sq ft two-bedroom unit, and I will correct them.
On [Whitfield Interior Repaint] in Projul, change the wall square footage to [3,510], raise prep to [18] hours and add [2] more gallons of eggshell.
Add a [Cabinets] section to [Whitfield Interior Repaint] in Projul: [22] doors and [6] drawer fronts, [26] hours at [$52]/hr with [45]%, and [3] gallons of [cabinet enamel] at [$78] with [30]%.
Exterior estimates
Build an estimate in Projul for [Cardoza Exterior Repaint]. Wash and prep: pressure wash [2,600] sq ft, [6] hours at [$48]/hr with [45]%; scrape and sand [16] hours at [$48] with [45]%; caulk [8] hours at [$48] with [45]% plus [24] tubes at [$9.50] with [30]%. Body: [2,600] sq ft at [$0.95] per sq ft with [45]% plus [12] gallons of [exterior acrylic] at [$68] with [30]%. Trim, fascia and soffits: [640] lin ft at [$2.40] with [45]% plus [4] gallons of [exterior semi-gloss] at [$72] with [30]%. Apply our [Utah] tax.
Add a [Spot priming] section to [Cardoza Exterior Repaint] in Projul: [4] hours at [$48]/hr with [45]% and [2] gallons of [bonding primer] at [$62] with [30]%.
Add a [Deck and railing stain] section to [Cardoza Exterior Repaint] in Projul: [480] sq ft at [$1.35] per sq ft with [45]% and [4] gallons of [semi-transparent stain] at [$58] with [30]%.
On [Cardoza Exterior Repaint] in Projul, add a line to the body section for [1] extra coat on the [south elevation], [420] sq ft at [$0.95] with [45]%.
Options, visibility and the write-up
On [Whitfield Interior Repaint] in Projul, make [Cabinets] a selection where the client must choose one: [repaint in place $2,850], [sprayed refinish $4,600], or [leave as is $0]. Start with the repaint selected.
Add an optional [Extras] section to [Cardoza Exterior Repaint] in Projul where the client can add any of: [stain the back deck $1,450], [paint the garage floor $980], [front door in a custom color $340]. None selected.
Hide the line prices in [Surface prep] and [Materials and sundries] on [Whitfield Interior Repaint] in Projul but keep the section totals showing.
Apply the [Repeat client 5%] discount to [Cardoza Exterior Repaint] in Projul.
Read the [Whitfield Interior Repaint] estimate in Projul and write an introduction for Nora saying which surfaces we are painting, how many coats, and that we move and replace the furniture.
Set the title on the [Cardoza Exterior Repaint] estimate in Projul to [Full Exterior Repaint, Body and Trim] and make it expire in [30] days.
Check the [Whitfield Interior Repaint] estimate in Projul for anything odd: lines with no cost, sections with no lines, missing tax, or a margin under [35]%.
Change orders
Add a change order to [Whitfield Interior Repaint] in Projul called [Family room accent wall]: [2] hours of cut-in at [$52]/hr with [45]% and [1] gallon of [deep base eggshell] at [$58] with [30]%. Apply our [Utah] tax.
Add a change order to [Whitfield Interior Repaint] in Projul called [Third coat, dining room]: [520] sq ft at [$0.55] per sq ft with [40]% and [2] gallons at [$46] with [30]%.
Add a change order to [Whitfield Interior Repaint] in Projul called [Wallpaper removal, back bedroom]: [12] hours at [$48]/hr with [45]%, [1] lot of stripper and compound at [$95] with [30]%, and [1] gallon of [primer sealer] at [$44] with [30]%.
Add a change order to [Cardoza Exterior Repaint] in Projul crediting the client for the [8] shutters we are no longer painting at [$65] each, because they are being replaced.
Add a change order to [Ridgeline Unit 21] in Projul for the [two rooms of stain-blocking primer] we found on the walkthrough: [6] hours at [$48] with [45]% and [3] gallons of [stain-blocking primer] at [$52] with [30]%.
Templates and your cost-item library
What estimate templates do I have in Projul?
Save the [Whitfield Interior Repaint] estimate in Projul as a template called [Interior Repaint, 2 coat].
Create a section template in Projul called [Exterior wash and prep] with [pressure wash, 6 hours at $48/hr plus 45%], [scrape and sand, 16 hours at $48 plus 45%], and [caulk, 8 hours at $48 plus 45% with 24 tubes at $9.50 plus 30%].
Create a section template in Projul called [Interior mask and cover] with [masking materials, 1 lot at $120 plus 30%] and [8 hours of labor at $48 plus 45%].
Add [Exterior body coat labor] to my cost-item library in Projul: [$0.95] per sq ft, [45]% markup, labor.
Add [Interior eggshell, 5 gallon] to my cost-item library in Projul: [$210] each, [30]% markup, material, vendor [Sherwin-Williams].
Scheduling crews
Schedule [Whitfield Interior Repaint] in Projul starting [Monday, October 6]: [mask and prep] Monday [8 to 4] with [Luis Ferrer] and [Amy Boyd]; [spot prime and cut in ceilings] Tuesday [8 to 4] with the same two; [ceilings and first coat] Wednesday [8 to 4] adding [Tomas Reyes]; [second coat] Thursday [8 to 4] with [Luis] and [Amy]; [trim, doors and touch-up walk] Friday [8 to 2] with [Luis].
Create a task on [Cardoza Exterior Repaint] in Projul called [Body coat] with two windows: [Monday 7 to 3] with [Tomas Reyes] and [Amy Boyd], and [Tuesday 7 to 3] with [Tomas Reyes] and [Luis Ferrer].
Put the [Spray crew] team on the [body coat] task for [Cardoza Exterior Repaint] in Projul.
Create a task on [Whitfield Interior Repaint] in Projul called [Mask and prep] for [Monday 8 to 4] with [Luis Ferrer] and [Amy Boyd], with these steps: [cover floors and furniture, remove switch plates, tape windows and casing, patch nail holes, sand patches, vacuum and tack cloth].
Add an unscheduled task to [Whitfield Interior Repaint] in Projul: [order the deep base eggshell and the semi-gloss enamel].
Create a repeating task in Projul called [Crew meeting and job assignments] every [Monday] at [6:30 am] for [30] minutes with the [Interior crew] and [Spray crew] teams.
Mark [Mask and prep] and [Spot prime and cut in ceilings] on [Whitfield Interior Repaint] in Projul as complete.
Weather and delays
Rain [Wednesday and Thursday]. On [Cardoza Exterior Repaint] in Projul, push [body coat], [trim, fascia and soffits] and [doors and shutters] each two days later and leave the wash and prep where they are.
Move everything scheduled on [Cardoza Exterior Repaint] in Projul from [Wednesday] onward forward by one day.
The [exterior acrylic] is not in until [Friday]. Move the [body coat] task on [Cardoza Exterior Repaint] in Projul to [Monday and Tuesday] next week, keep the same crew, and log on the job that the paint order was delayed.
[Amy Boyd] is out [Thursday and Friday]. Show me every task in Projul she is on those days and swap her for [Tomas Reyes] where he is free.
On the job
Log on the [Body coat] task on [Cardoza Exterior Repaint] in Projul that the south wall took a third coat over the old dark stain.
List the photos on [Cardoza Exterior Repaint] in Projul and attach the [south elevation before] photos to the [scrape, sand and spot prime] task.
Attach the [color schedule] document on [Whitfield Interior Repaint] in Projul to the estimate.
Give me a download link for the [signed color approval] on [Whitfield Interior Repaint] in Projul.
Log on [Whitfield Interior Repaint] in Projul that Nora approved the accent wall color on site today.
Questions to ask your AI
What is on the schedule next week in Projul, by painter, with the job and the address?
Which painting jobs in Projul are sold but have nothing on the schedule yet?
List every estimate in Projul that is still a Draft, with its job and its total.
What is the margin on [Cardoza Exterior Repaint] in Projul, and which section is the lowest?
How much of the [Whitfield Interior Repaint] estimate in Projul has been invoiced, and what is left?
Which clients in Projul had an exterior painted [three] years ago and have not been back?
Summarize everything logged on [Ridgeline Unit 12] in Projul since [June].
Note: Publishing and sending an estimate or a change order, invoicing, payments and time tracking are done in Projul. See Which Projul features are not available to my AI yet?.
Questions? Let's Chat.
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