Copy any of these prompts, swap in your client, job and numbers, and paste it into your AI. Reading works with either key; anything that creates or changes a record needs a Read-Write key.
Leads and clients
Add a lead in Projul for a new client, [Dale Harmon], phone [(435) 555-0164], email [dale@example.com]. The job is [Harmon 4-Ton Heat Pump Changeout] at [742 N Bluff St, St. George, UT 84770]: [18] year old condenser locked out, air handler in the garage, [2,100] sq ft single story. 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 [Rita Voss], who is on our maintenance plan, called [Voss Furnace and Coil Replacement] at the same address as her last service. [96%] AFUE upflow furnace in a closet with a [3-ton] cased coil, existing line set stays.
Add three leads in Projul for [Ridgeline Property Management]: package unit replacements at [12, 14 and 21 Ridgeline Ct], each a [3-ton] gas package unit on a slab.
Update [Dale Harmon] in Projul: his new mobile is [(435) 555-0187] and add [dale.harmon@example.com] as a second email.
Add [Meadow Creek Builders] as a client in Projul, contact [Jenna Poole], [(435) 555-0110], and create a lead for [Lot 44 Meadow Creek].
Follow-ups and the pipeline
Log on [Harmon 4-Ton Heat Pump Changeout] in Projul that I called Dale this morning, reached him, and he wants the two-stage system priced.
Log on [Voss Furnace and Coil Replacement] in Projul that I tried Rita at [4 pm] and got no answer.
Log a site visit on [Ridgeline Unit 12] in Projul: walked the roof with the property manager, the curb needs an adapter and the disconnect is rusted through.
Book an estimate meeting on [Harmon 4-Ton Heat Pump Changeout] in Projul for [Thursday] from [9 to 10 am] with [Dana Kessler] as the estimator.
List every lead in Projul in the Send stage with no follow-up logged in the last [7] days, with the client, the phone number and the estimate total.
Which no-cool leads in Projul from [the last two weeks] never got a quote written?
Create a follow-up reminder in Projul on [Harmon 4-Ton Heat Pump Changeout] for [next Monday at 8 am], assigned to [Dana Kessler], called [Call about the replacement quote].
Move [Harmon 4-Ton Heat Pump Changeout] in Projul to the Send stage.
Mark [Harmon 4-Ton Heat Pump Changeout] in Projul as sold and log that Dale approved the two-stage option by phone.
Mark [Ridgeline Unit 12] in Projul as lost. They took a lower bid. Log the reason.
Changeout estimates
Create an estimate for [Dale Harmon] on [Harmon 4-Ton Heat Pump Changeout] in Projul from my [Residential Heat Pump Changeout] template. Change the equipment to [4 ton] and the line set to [35] feet. Apply our [Utah] sales tax.
Build an estimate in Projul for [Harmon 4-Ton Heat Pump Changeout] with sections for [equipment, refrigerant lines and electrical, duct and distribution, installation labor, permits and startup, haul-off]. Equipment: [4-ton 15.2 SEER2 heat pump condenser, 1 each at $2,480] plus [35]%, [matching air handler with 10 kW strip heat, 1 each at $1,640] plus [35]%, [thermostat, 1 each at $180] plus [35]%. Refrigerant lines and electrical: [line set 7/8 by 3/8, 35 lin ft at $11.20] plus [25]%, [whip and disconnect, 1 each at $86] plus [25]%, [condensate pump with float switch, 1 each at $110] plus [25]%, [equipment pad, 1 each at $65] plus [25]%. Duct and distribution: [return plenum and filter base, 1 each at $310] plus [25]%, [supply plenum and transition, 1 each at $180] plus [25]%, [R-8 flex runs replaced, 8 each at $46] plus [25]%. Installation labor: [16] hours at [$58] plus [45]%. Permits and startup: [mechanical permit, 1 each at $145] with no markup and [startup and commissioning, 2 hours at $58] plus [45]%. Haul-off: [recovery and old equipment removal, 1 lot at $120] plus [25]%. Apply our [Utah] tax.
Create an estimate in Projul for [Voss Furnace and Coil Replacement]: [80,000 BTU 96% AFUE upflow furnace] and a [3-ton] cased coil in a closet, existing line set stays, [1,900] sq ft single story. Use my usual rates from the cost-item library, put in reasonable quantities, and I will correct them.
On [Harmon 4-Ton Heat Pump Changeout] in Projul, change the equipment to [5 ton], raise the installation labor to [20] hours and add [4] more flex runs.
Add a [Zoning] section to [Harmon 4-Ton Heat Pump Changeout] in Projul: [two-zone panel, 1 each at $420] plus [30]%, [zone dampers, 2 each at $165] plus [30]%, [bypass damper, 1 each at $140] plus [30]%, and [6] hours of labor at [$58] plus [45]%.
Add a [Ductless] section to [Voss Furnace and Coil Replacement] in Projul: [single-zone mini split, 12,000 BTU, 1 each at $1,340] plus [35]%, [line set and cover kit, 25 lin ft at $11] plus [25]%, [condensate pump, 1 each at $96] plus [25]%, and [8] hours of labor at [$58] plus [45]%.
New construction and commercial estimates
Build an estimate in Projul for [Lot 44 Meadow Creek] laid out as [duct rough, line set and condensate rough, equipment, trim and registers, startup and permits]. [2,600] sq ft, [4-ton] system, [14] supply runs, [2] returns. Use my cost-item library rates and put in reasonable quantities for a house this size.
Create an estimate in Projul for [Willow Creek Rooftop Unit Replacement]: [7.5-ton gas package rooftop unit, 1 each at $8,900] plus [25]%, [curb adapter fabricated, 1 each at $610] plus [25]%, [crane and operator, half day at $850] plus [15]%, [electrical and controls, 10 hours at $62] plus [45]%, [gas connection and sediment trap, 1 lot at $180] plus [25]%, [permit, 1 each at $210] with no markup, [startup and commissioning, 4 hours at $62] plus [45]%. Apply our [Utah] tax.
Build an estimate in Projul for [Ridgeline Unit 21] with two sections: [duct replacement] and [package unit changeout]. Duct: [new supply and return plenums, 1 lot at $460] plus [25]%, [R-8 flex, 9 runs at $52] plus [25]%, [registers and grilles, 11 each at $16] plus [25]%, [mastic and hanging materials, 1 lot at $90] plus [25]%, [26] hours of labor at [$58] plus [45]%. Package unit: [3-ton gas package unit, 1 each at $3,420] plus [30]%, [transition and curb work, 1 lot at $240] plus [25]%, [10] hours of labor at [$58] plus [45]%.
Read the [Ridgeline Unit 21] estimate in Projul and build the same one on [Ridgeline Unit 14] and [Ridgeline Unit 12], with the same sections, quantities and rates.
Options, visibility and the write-up
On [Harmon 4-Ton Heat Pump Changeout] in Projul, make [System options] a section where the client must choose one: [14.3 SEER2 single stage at $9,860], [16 SEER2 two stage at $11,420], or [18 SEER2 variable speed at $13,980]. Start with the two stage selected.
Add an optional [Indoor air quality and protection] section to [Harmon 4-Ton Heat Pump Changeout] in Projul where the client can add any of: [5-inch media air cleaner cabinet with filter, 1 each at $360 plus 30%], [condenser surge protector, 1 each at $95 plus 30%], [whole-home humidifier installed, 1 each at $420 plus 30%], [UV light in the air handler, 1 each at $310 plus 30%]. None selected.
Hide the line prices in [Haul-off] and [Permits and startup] on [Harmon 4-Ton Heat Pump Changeout] in Projul but keep the section totals showing.
Apply the [Repeat client 5%] discount to [Voss Furnace and Coil Replacement] in Projul.
Apply our [Utah] sales tax to the [Willow Creek Rooftop Unit Replacement] estimate in Projul.
Read the [Harmon 4-Ton Heat Pump Changeout] estimate in Projul and write an introduction for Dale that says what equipment we are installing, what we are doing about the return, and what the startup includes.
Set the title on the [Harmon 4-Ton Heat Pump Changeout] estimate in Projul to [4-Ton Heat Pump System Replacement] and make it expire in [30] days.
Check the [Harmon 4-Ton Heat Pump Changeout] estimate in Projul for anything odd: lines with no cost, sections with no lines, missing tax, or a margin under [30]%.
Change orders
Add a change order to [Harmon 4-Ton Heat Pump Changeout] in Projul called [Return rebuild]: [new return plenum, filter base and 20 inch return drop, 1 lot at $540] plus [25]% and [10] hours of labor at [$58] plus [45]%. Apply our [Utah] tax.
Add a change order to [Harmon 4-Ton Heat Pump Changeout] in Projul called [Line set replacement]: the existing set is R-22 and undersized, [7/8 by 3/8, 40 lin ft at $11.20] plus [25]%, [6] hours of labor at [$58] plus [45]%.
Add a change order to [Voss Furnace and Coil Replacement] in Projul called [Electrical corrections]: [new disconnect and whip, 1 each at $110] plus [25]%, [breaker and wire upsize, 1 lot at $185] plus [25]%, [4] hours of labor at [$58] plus [45]%.
Add a change order to [Lot 44 Meadow Creek] in Projul called [Attic platform and decking]: [1 lot of framing and decking materials at $265] plus [25]% and [6] hours of labor at [$58] plus [45]%.
Add a change order to [Harmon 4-Ton Heat Pump Changeout] in Projul called [Condensate pump and secondary drain]: [pump with float switch, 1 each at $110] plus [25]%, [secondary drain and pan, 1 lot at $95] plus [25]%, [3] hours of labor at [$58] plus [45]%.
Add a change order to [Willow Creek Rooftop Unit Replacement] in Projul called [Crane and curb adapter]: [crane and operator, half day at $850] plus [15]% and [curb adapter fabricated, 1 each at $610] plus [25]%.
Add a change order to [Harmon 4-Ton Heat Pump Changeout] in Projul removing [the whole-home humidifier and the UV light] from our scope. The homeowner decided against them.
Templates and your cost-item library
What estimate templates do I have in Projul?
Save the [Harmon 4-Ton Heat Pump Changeout] estimate in Projul as a template called [Residential Heat Pump Changeout].
Create a section template in Projul called [Attic air handler set] with [air handler, 1 each at $1,640 plus 35%], [secondary drain pan and float switch, 1 lot at $95 plus 25%], [platform and decking, 1 lot at $265 plus 25%], and [10 hours of labor at $58 plus 45%].
Create a section template in Projul called [Permits and startup] with [mechanical permit, 1 each at $145, no markup] and [startup and commissioning, 2 hours at $58 plus 45%].
Add [Line set, 7/8 by 3/8] to my cost-item library in Projul: [$11.20] per linear foot, [25]% markup, material.
Add [Installation labor] to my cost-item library in Projul: [$58] per hour, [45]% markup, labor.
Add [R-410A refrigerant] to my cost-item library in Projul: [$9] per pound, [25]% markup, material.
Scheduling installs and service
Schedule [Harmon 4-Ton Heat Pump Changeout] in Projul for [Tuesday, July 14]: [recover refrigerant and pull the old equipment] [7 to 9 am] with [Marco Ruiz] and [Ty Chandler]; [set the condenser and air handler] [9 to 11 am] with both; [line set, condensate and float switch] [11 to 2] with both; [electrical, whip and disconnect] [2 to 3] with [Ty Chandler]; [pressure test, evacuate, weigh in the charge and start up] [3 to 5] with [Marco Ruiz].
Create a task on [Voss Furnace and Coil Replacement] in Projul called [Furnace and coil changeout] for [Monday 7 am to 4 pm] with [Marco Ruiz] and [Ty Chandler].
Create a task on [Ridgeline Unit 21] in Projul called [Run and seal the new flex] with two windows: [Wednesday 7 to 3] with [Ty Chandler] and [Ben Alvarez], and [Thursday 7 to 3] with [Ty Chandler] and [Marco Ruiz].
Put the [Install crew A] team on the [Set equipment and trim registers] task for [Lot 44 Meadow Creek] in Projul.
Add a deadline on [Lot 44 Meadow Creek] in Projul called [Mechanical rough inspection] on [Friday].
Create a task on [Harmon 4-Ton Heat Pump Changeout] in Projul called [Startup and commissioning] for [Tuesday 3 to 5 pm] with [Marco Ruiz], with these steps: [pressure test and hold, evacuate to 500 microns, weigh in the charge, check superheat and subcooling, measure static pressure and temperature split, verify breaker and wire size, test the condensate float switch, program the thermostat, walk the homeowner through the system].
Add an unscheduled task to [Harmon 4-Ton Heat Pump Changeout] in Projul: [order the 4-ton system, the pad and 35 feet of line set].
Create a repeating task in Projul called [Dispatch and install assignments] every [Monday] at [6:30 am] for [30] minutes with the [Install crew A] and [Service techs] teams.
Mark [Recover refrigerant and pull the old equipment] and [Set the condenser and air handler] on [Harmon 4-Ton Heat Pump Changeout] in Projul as complete.
Delays and reschedules
The [4-ton air handler] does not land until [Thursday]. Move every task on [Harmon 4-Ton Heat Pump Changeout] in Projul from [Tuesday] to [Friday], keep the same crew, and log that the supply house pushed the equipment.
The mechanical rough inspection on [Lot 44 Meadow Creek] in Projul got bumped to [Monday]. Push the deadline and everything after it by [three] days.
It is [104] all week and both techs are on no-cool calls. Move the [Ridgeline Unit 21] duct replacement in Projul out one week, same crew, same windows.
[Ty Chandler] is out [Thursday and Friday]. Show me every task in Projul he is on those days and swap him for [Ben Alvarez] where Ben is free.
The crane moved to [10 am] on [Willow Creek Rooftop Unit Replacement] in Projul. Shift the set and everything after it by two hours.
On the job
Log on the [Startup and commissioning] task on [Harmon 4-Ton Heat Pump Changeout] in Projul: [10] degrees of subcooling, [12] degree superheat, [19] degree split, static pressure high on the return until we opened the second filter grille.
Log on [Voss Furnace and Coil Replacement] in Projul that the closet is too tight for the new cabinet and we need to cut the door frame. Rita approved it on site.
List the photos on [Harmon 4-Ton Heat Pump Changeout] in Projul and attach the [attic return before] photos to the [Return rebuild] task.
Attach the [load calculation] document on [Lot 44 Meadow Creek] in Projul to the estimate.
Give me a download link for the [permit] document on [Lot 44 Meadow Creek] in Projul.
Summarize everything logged on [Ridgeline Unit 21] in Projul since [the walkthrough].
Maintenance and the seasonal rounds
Create cooling tune-up visits in Projul for [Rita Voss], [Dale Harmon] and [the Ridgeline units], an hour each, across [the week of April 6] at [8 am, 10 am and 1 pm], with [Ben Alvarez] on all of them.
Create a heating tune-up task in Projul on [Voss Furnace and Coil Replacement] for [October 12 at 9 am] with [Ben Alvarez], with these steps: [replace the filter, check gas and manifold pressure, combustion analysis, test rollout and limit switches, clean the flame sensor, check the flue, record readings].
Create a repeating task in Projul called [Filter change, Ridgeline common areas] on the [first Tuesday of every month] at [9 am] for [Ben Alvarez].
Which tune-up visits in Projul are past their date and still not marked complete?
Which clients in Projul had a system installed [ten] or more years ago and have not been back?
Questions to ask your AI
What is on the schedule next week in Projul, by installer, with the job and the address?
Which sold jobs in Projul 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 [Harmon 4-Ton Heat Pump Changeout] in Projul, and which section is the lowest?
How much of the [Willow Creek Rooftop Unit Replacement] estimate in Projul has been invoiced, and what is left?
Which leads in Projul are in the Send stage, and how long has each one been sitting there?
List every change order on [Harmon 4-Ton Heat Pump Changeout] in Projul with its total and its status.
Note: Publishing and sending an estimate or a change order, invoicing, payments, purchase orders and time tracking are done in Projul. See Which Projul features are not available to my AI yet?.
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