Prompts for the work a deck, patio and outdoor-living company does every week. Copy one, change the bracketed parts, and paste it into your AI.
Anything that creates or changes a record needs a Read-Write key; a question works with either key. You do not need special wording, since your AI reads these the way an office manager would.
Contents
- Leads and the site visit - Estimates - Options the client picks - Change orders - Scheduling crews - On the job - Questions to ask your AI - Templates and your price list
Leads and the site visit
Add a new lead in Projul for [Dale Thompson] called [Thompson Deck Rebuild] at [418 W Tabernacle St, St. George, UT 84770]. Tear off a [20-year-old pressure-treated deck] and rebuild about [320] sq ft in composite with [aluminum railing]. Likelihood of sale [70]%, estimator [Marco Reyes].
Add a lead in Projul called [Kessler Hot Tub Deck] for a new client, [Anna Kessler], phone [(435) 555-0142], email [anna@example.com], address [1220 E Riverside Dr, St. George, UT 84790]. A [12 by 14 ft ground-level deck with a reinforced hot tub bay], tub delivered [October 14].
Add a lead in Projul called [Nguyen Deck Repair] for [Bao Nguyen], phone [(435) 555-0188]. Note: [boards cupping and the railing moves, about 15 years old, wants to know whether to repair or rebuild]. Address to follow.
Book the site visit on [Thompson Deck Rebuild] in Projul as an estimate meeting for [Thursday 9 am to 10 am] with [Marco Reyes].
In Projul, book estimate meetings for [Thursday]: [Thompson Deck Rebuild] at [8 am], [Nguyen Deck Repair] at [9:30 am] and [Alvarez Deck Rebuild] at [11 am], one hour each, all with [Marco Reyes].
On [Kessler Hot Tub Deck] in Projul, schedule an estimate meeting for [Tuesday 3 pm] with [Marco Reyes] and add these steps: [measure the footprint and the drop to grade, check the ledger and siding, note frost depth and sprinkler lines, confirm how the tub gets in, photograph the existing stairs and rail, ask about the HOA].
Log a call on [Thompson Deck Rebuild] in Projul: outbound phone today, reached him, [grooved composite with hidden fasteners, aluminum rail, stairs moved to the side yard, HOA drawing approved].
Log a site visit on [Kessler Hot Tub Deck] in Projul: in person today, [12 by 14 footprint, grade drops 18 inches to the back corner, 6 by 8 reinforced bay, access only through the side gate].
Move [Thompson Deck Rebuild] in Projul to the Send stage, and set a follow-up reminder for [next Tuesday] on [Marco Reyes] to call about the bid.
Mark [Thompson Deck Rebuild] in Projul as sold and note that [the deposit was received and composite is on a 3-week lead time].
Mark [Nguyen Deck Repair] in Projul as lost. Note: [went with a handyman replacing boards only].
Estimates
Build an estimate in Projul for [Thompson Deck Rebuild]: a [16 by 20 ft] composite deck, [320] sq ft, at [4 ft] above grade, with one set of stairs to a [4 by 5 ft] landing. Sections: tear-out and disposal, footings and framing, decking and fascia, stairs and landing, railing. [Give the quantities, costs and markups for each line.] Apply our [Utah] tax.
Create an estimate in Projul for [Alvarez Deck Rebuild]: [256] sq ft of composite over a [pressure-treated frame] with [44] lin ft of railing. Use my usual rates from the cost-item library, work out the footing, joist and board counts at [16 in] joist spacing, and I will correct anything that is off.
Estimate in Projul for [Kessler Patio Deck]: [192] sq ft of ground-level [pressure-treated deck] at [$28] per sq ft installed with [30]% markup, [12] precast pier blocks at [$18] each with [25]% markup, and [8] hours of labor at [$55] with [40]% markup. No railing, no stairs.
Estimate in Projul for [Nguyen Deck Repair]: replace [140] sq ft of cupped [5/4 cedar decking] at [$4.60] per sq ft with [25]% markup, [6] rim joist boards at [$32] each with [25]% markup, [1] ledger flashing correction at [$180] with [25]% markup, and [18] hours of labor at [$55] with [40]% markup.
Estimate in Projul for [Barrett Screened Porch]: [224] sq ft of [PVC decking] at [$9.40] per sq ft with [25]% markup, [1] screen framing and panel package at [$3,850] with [25]% markup, [1] roof and header package at [$5,200] with [25]% markup, and [96] hours of labor at [$55] with [40]% markup.
On the [Thompson Deck Rebuild] estimate in Projul, the client wants it [18 by 20] instead. Raise the decking to [360] sq ft, the fascia to [50] lin ft, the railing to [64] lin ft, add [1] footing and [1] post, and add [6] hours to framing labor.
Add a [Permits and approvals] section to [Thompson Deck Rebuild] in Projul with two lines: [Building permit, $350, no markup, not taxable] and [HOA architectural review fee, $150, no markup, not taxable].
Apply our [Utah] tax rate to the [Alvarez Deck Rebuild] estimate in Projul.
Apply the [Repeat client 5%] discount to [Alvarez Deck Rebuild] in Projul.
On [Thompson Deck Rebuild] in Projul, show the section totals to the client but hide the individual line prices in [Footings and framing] and [Decking and fascia].
Read the [Thompson Deck Rebuild] estimate in Projul and write an introduction for the client covering [permit and inspection responsibility, footing depth and frost, grade and drainage under the deck, composite board gapping and movement, and the stain and seal schedule on the wood parts].
Options the client picks
On the [Thompson Deck Rebuild] estimate in Projul, make [Decking material] a selection where the client must choose one: [pressure-treated 5/4 included at $0], [grooved composite at $1,340], [PVC decking at $2,180]. Start with composite selected.
On [Thompson Deck Rebuild] in Projul, make [Railing] a required choice between [pressure-treated wood, 58 lin ft at $24 with 25% markup], [black aluminum, 58 lin ft at $62 with 25% markup] and [stainless cable rail, 58 lin ft at $88 with 25% markup], with aluminum selected.
Add an optional [Outdoor living add-ons] section to [Thompson Deck Rebuild] in Projul where the client can pick any of: [riser lighting, 6 at $38 with 25% markup], [post cap lights, 8 at $44 with 25% markup], [composite skirting, 46 lin ft at $14 with 25% markup], [under-deck drainage, 320 sq ft at $9.50 with 25% markup], [12 by 12 cedar pergola at $4,850 with 25% markup]. None selected to start.
On [Kessler Hot Tub Deck] in Projul, add an option the client may take or leave: [privacy screen, 24 lin ft of cedar at $32 with 25% markup, plus 8 hours of labor at $55 with 40% markup]. Not selected to start.
Change orders
Add a change order to [Thompson Deck Rebuild] in Projul called [Ledger and rim rot]: [22] lin ft of new rim and band board at [$38] with [25]% markup, [1] flashing and water-barrier package at [$240] with [25]% markup, [3] sheets of exterior sheathing at [$62] each with [25]% markup, and [16] hours of labor at [$55] with [40]% markup. Apply our [Utah] tax.
Add a change order to [Thompson Deck Rebuild] in Projul called [Deeper footings]: [2] footings augered [8] in deeper at [$110] each with [25]% markup, [4] extra bags of concrete at [$6.25] with [25]% markup, and [3] hours of labor at [$55] with [40]% markup.
Add a change order to [Kessler Hot Tub Deck] in Projul called [Hot tub framing]: upsize [1] bay to [2x10] joists at [12 in] spacing, [1] framing package at [$640] with [25]% markup, [2] extra footings at [$95] each with [25]% markup, and [10] hours of labor at [$55] with [40]% markup.
Add a change order to [Thompson Deck Rebuild] in Projul called [Railing upgrade]: remove the [aluminum railing] line and add [58] lin ft of [stainless cable rail] at [$88] with [25]% markup, plus [4] extra hours of labor at [$55] with [40]% markup.
Add a change order to [Alvarez Deck Rebuild] in Projul called [Added landing]: [1] [4 by 5 ft] landing frame at [$420] with [25]% markup, [32] sq ft of decking at [$6.75] with [25]% markup, [2] footings at [$95] each with [25]% markup, and [8] hours of labor at [$55] with [40]% markup.
Add a change order to [Thompson Deck Rebuild] in Projul removing the [composite skirting] and the [under-deck drainage] because the client is holding those for next year. Take them off at our estimate prices.
Scheduling crews
Schedule the [Thompson Deck Rebuild] job in Projul. [Monday]: permit pickup deadline on [Marco Reyes]. [Tuesday 7 am to 9 am]: material drop. [Wednesday 7 am to 4 pm]: tear out and load the dumpster, [Grace Oakes] and [Priya Hutton]. [Thursday 7 am to 4 pm]: layout and footings, same crew. [Friday 9 am]: footing inspection deadline. [Monday and Tuesday 7 am to 4 pm]: ledger, beams and joists, [Grace Oakes] and [Tomas Vega]. [Wednesday 7 am to 4 pm] and [Thursday 7 am to 2 pm]: decking and fascia, same crew. [Thursday 2 pm to 5 pm]: stairs and landing, [Tomas Vega]. [Friday 7 am to 3 pm]: railing, [Grace Oakes]. [Following Monday 8 am]: final walk, [Marco Reyes].
Create a task on [Thompson Deck Rebuild] in Projul called [Decking and fascia] with two days: [Wednesday 7 am to 4 pm] with [Grace Oakes] and [Tomas Vega], and [Thursday 7 am to 2 pm] with [Grace Oakes] and [Wes Duran].
Assign the [Framing crew] team to the [Ledger, beams and joists] task on [Thompson Deck Rebuild] in Projul.
Add [Wes Duran] to the [Decking and fascia] task on [Thompson Deck Rebuild] in Projul for [Wednesday] only.
Put [Dana Klein], our electrician, on a task on [Thompson Deck Rebuild] in Projul called [Riser and post cap lighting] for [Friday 8 am to noon].
Add a deadline on [Thompson Deck Rebuild] in Projul: [Footing inspection] on [September 19 at 9 am].
It is raining and the footing holes are full. Push everything on [Thompson Deck Rebuild] in Projul out by [two] working days, starting with [Set footings], and keep the same crews on each day.
The composite drop slipped to [Thursday]. On [Alvarez Deck Rebuild] in Projul, move the material drop to [Thursday 7 am] and [decking and fascia] to [Friday and Monday], and leave the railing day where it is.
Create a repeating task in Projul called [Auger, saw and trailer check] every [Friday at 3 pm] for [Tomas Vega].
Create a team in Projul called [Finish crew] with [Tomas Vega] and [Wes Duran] on it.
On the job
On the [Layout and footings] task on [Thompson Deck Rebuild] in Projul, add steps: [confirm the locate marks are visible, pull the layout off the house and square the corners, check the setback against the permit drawing, auger below frost, set tubes plumb and to grade, pour and set post bases, photograph every open hole before the pour].
On the [Ledger, beams and joists] task on [Thompson Deck Rebuild] in Projul, add steps: [remove siding for the ledger, install flashing and the water barrier, lag the ledger per the fastener schedule, hang joists at 16 in, block for the hot tub bay, apply joist tape, photograph the flashing before decking].
Mark [Set footings] on [Thompson Deck Rebuild] in Projul complete, and log a note: [9 footings poured, two went 8 inches deeper than the plan, written up as a change order].
Upload [these four photos] to [Thompson Deck Rebuild] in Projul, label them [footing holes before pour, north and east], and attach them to the [Layout and footings] task.
Upload [this photo] to [Thompson Deck Rebuild] in Projul, label it [rot behind the ledger], attach it to the estimate, and note that [we wrote it up as a change order].
Attach [this permit PDF] to [Thompson Deck Rebuild] in Projul and note that [the footing inspection is booked for September 19].
Add a note to [Thompson Deck Rebuild] in Projul: [client asked us to leave the old deck boards stacked by the shed for a garden project].
List every file on [Thompson Deck Rebuild] in Projul and give me a download link for the [HOA approval].
Note: Uploading a file needs an AI that can move files on your computer. A chat assistant can read, list and attach files that are already in Projul, but cannot upload a new one. See How do I have my AI upload a job-site photo or document?.
Questions to ask your AI
What is on the schedule in Projul this week, by day and by person, for every deck job? Flag any day where the same person is on two jobs.
Which deck jobs in Projul have a footing pour next week, and is the inspection booked after each one?
List every lead in Projul in the Send stage with the client, the bid total and how long it has been sitting.
List every estimate in Projul that is still a Draft, with the job and the projected total.
What is past due in Projul across every deck job, and who is it on?
Tell me about the [Thompson Deck Rebuild] estimate in Projul: sections, totals, tax, change orders and status.
What is the gross margin on [Thompson Deck Rebuild] in Projul, and which section has the lowest margin?
Check the [Thompson Deck Rebuild] estimate in Projul for anything odd: lines with no cost, sections with no lines, missing tax, or a margin under [20]%.
Compare the footing and joist counts on [Thompson Deck Rebuild] in Projul against a [16 by 20 ft] deck at [16 in] joist spacing and tell me what does not add up.
List every deck lead in Projul from the last [180] days with its stage, bid total and estimator, and tell me which ones we lost and why.
Templates and your price list
What estimate templates do I have in Projul?
Save the [Thompson Deck Rebuild] estimate in Projul as a template called [16x20 Composite Rebuild with aluminum rail].
Create an estimate for [Alvarez Deck Rebuild] in Projul from my [Composite Deck Rebuild] template, then change it to [256] sq ft with [44] lin ft of railing and [8] footings.
Create a section template in Projul called [Tear-out and dumpster] with [14 hours of labor at $45 with 40% markup] and [a 20-yard dumpster at $450 with 15% markup].
Create a section template in Projul called [Stairs and landing] with [4 stringers at $46 each], [12 tread boards at $38 each], [7 risers at $22 each], all with [25]% markup, and [14 hours of labor at $55 with 40% markup].
Add [Grooved composite decking] to my cost-item library in Projul: [$6.75] per sq ft, [25]% markup, material.
Add [Deck install labor] to my cost-item library in Projul: [$55] per hour, [40]% markup, labor.
Add [Concrete footing, augered and poured] to my cost-item library in Projul: [$95] each, [25]% markup, material.
Publishing and sending an estimate are done in Projul. See Can my AI publish or send an estimate?. For the general prompt sets, see Copy-paste prompts: estimates and Copy-paste prompts: scheduling and crews.
Questions? Let's Chat.
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