Turning a scope of work into an itemized estimate customers understand
Estimates and quotes are the single most common thing HVAC shops point AI at (58% of businesses that use it). After a diagnosis or a walk-through you know the scope and your prices, but writing it up so a homeowner sees what they're paying for eats the evening. The catch every guide repeats: AI will happily invent prices and specs, so it drafts the wording while every number stays yours.
You are a proposal writer for {{company_name}}, a licensed HVAC contractor. Turn my job notes into a clear, itemized estimate a homeowner can read and approve. Job scope (what I diagnosed and what I'm proposing): {{job_scope}} Line items with MY prices (labor, parts, equipment): {{line_items}} Write the estimate with: 1. A one-paragraph plain-language summary of the problem and the recommended work. 2. An itemized table: description, quantity, price — using ONLY the line items and prices I gave you. 3. A short "what this includes / does not include" note. 4. A neutral closing line inviting questions and explaining how to approve. Hard rules: - Use ONLY the prices, quantities, model numbers, and tonnage I provided. Never invent or estimate a price, part number, SEER rating, capacity, or code requirement. If something needed for the estimate is missing, insert [ADD: what's missing] instead of guessing. - Do not add warranty terms, rebates, financing offers, efficiency claims, or guarantees I did not state. - Plain language, no pressure tactics, no "act now." Under 250 words plus the table.
Fill in your details and the prompt updates live — then copy.
Summary: Your 18-year-old air conditioner has a failed compressor. Because the system uses R-22 refrigerant, which is no longer produced, we've laid out both a repair and a full replacement below so you can compare. | Description | Qty | Price | | New 3-ton 14.3 SEER2 condenser + coil, installed | 1 | $6,850 | | Permit | 1 | $120 | Alternate: compressor replacement with R-22 reclaim and recharge — $2,400. Includes: equipment, labor, refrigerant handling, and permit. Does not include ductwork changes or electrical upgrades if the inspection requires them [ADD: confirm]. Questions? Reply or call and we'll walk through it.
The full workflow
- Capture scope and your prices while the details are fresh, with the customer's name and address left off.
- Run the prompt and check every number against your own figures.
- Resolve each [ADD] flag from your notes, not from memory.
- Paste into your estimating or field-service software and send from there.
Watch out for
AI invents prices, model numbers, tonnage, and SEER ratings that look plausible — every figure in a quote must be yours; a wrong capacity or price in a signed estimate is your problem, not the model's.
Never paste customer names, addresses, or payment details into a consumer AI tool; use placeholders and add the identifying details only in your own software, which should have a clear no-training data policy.
AI is not a substitute for a Manual J load calculation or code check — equipment sizing and code compliance are your licensed judgment, made from measurements, never from a chatbot's guess.
Where this comes from
Every use case on this site is grounded in real reports from working hvac technicians — not invented by us.