Claude Prompt Pack

Busy weeks that pay less usually trace back to one kind of job. Pull last quarter's jobs (aim for at least 50) with price, labor, materials and service address. If you track job type in a custom field or the job title, include it.

• Jobber: Insights > Reports > One-off jobs. Add the Total revenue, Labour cost total, Line item cost total, Profit and service address columns, then Export to CSV (it's emailed to your login address). The cost columns need job costing turned on.
• Housecall Pro: turn on job costing under the gear icon, open Reporting > Reports > Jobs > Job Costing, click the total row and use Export.
• ServiceTitan: Reports > Legacy Reports > Job Costing, run it for the quarter, then Export to XLSX.

Claude takes up to 20 files per chat. CSV, XLSX, PDF and plain text all work, and XLSX needs code execution and file creation turned on in your Claude settings.

I've attached last quarter's jobs from my field software. Each row is one job with its price, labor cost, material cost and service address. My shop is at [shop address]. My crew's drive time costs me about $[amount] per hour.

1. Group the jobs by job type. If there's no job type column, sort them by the job title or line items and tell me how you grouped them.
2. Show a table by job type with: number of jobs, average price, average labor cost, average material cost, average margin in dollars and average margin as a percent.
3. Estimate the distance from my shop to each job from its city or ZIP code, and label it as an estimate. Add round-trip drive time cost to each job. Group jobs into four distance bands: under 10 miles, 10 to 20, 20 to 40 and over 40.
4. Show a second table of margin by job type and distance band, after drive cost.
5. List the bottom group: the job types or type-and-distance combinations with the lowest margin.
6. For each one in the bottom group, show the minimum price that gets it to [target]% margin, with the math in the table.

List any rows you couldn't use and why. Don't guess at missing costs; flag them.

Set the minimum price on the bottom group in your price book this week, and rerun the prompt next quarter to see whether the bottom moved.

Write down your floor first: the lowest your bank balance can go and still let you sleep. A new branch spends money for months before it brings any in, so the forecast needs both sides.

• QuickBooks Online: in Reports > Standard reports, open Profit and Loss with the report period set to the last six months and use Export/Print > Export to Excel or Export as CSV. Do the same with the Statement of Cash Flows.
• Your bank: download six months of transactions for your operating account as a CSV from online banking.

Have your branch numbers ready: opening week, up-front costs, monthly costs and when you expect the first revenue.

I've attached six months of my Profit and Loss and Statement of Cash Flows from QuickBooks, plus my bank transactions for the same months.

Today's bank balance: $[amount]
My floor, the lowest balance I'm comfortable with: $[amount]
New branch: opens in week [#]. Up-front costs of $[amount] in week [#]. Monthly costs once open: $[amount] payroll, $[amount] rent, $[amount] trucks and equipment, $[amount] for its own ad budget. First revenue in week [#], ramping to $[amount] a month by month [#].

1. From the bank data, work out my typical weekly cash in and cash out. Call out seasonal swings, large one-time payments, loan payments and taxes.
2. Build a 13-week forecast table with columns: week, starting balance, cash in, cash out for the current business, cash out for the new branch, ending balance, and amount above or below my floor.
3. Build the same table without the branch so I can compare the two.
4. Mark any week where the ending balance falls below my floor, and show how much I'd need to delay or borrow to stay above it.
5. List the assumptions you made in their own table so I can correct them.

If any week dips under your floor, move the opening date or line up financing before you sign anything, and rerun the forecast each month with fresh exports.

Start with two numbers per branch: cost per booked job and close rate. Then pull the calls, since the gap often shows up in how the phone gets answered and how fast estimates go out.

• Branch numbers: in ServiceTitan, build a custom report from the Business Unit Performance template (close rate and lead columns are available) and Export to XLSX. In Housecall Pro, open Reporting > Reports > Estimates and set Type to Estimate conversion by business unit. In Google Ads, click the download icon above your campaigns table and choose CSV. Export last month's campaign table from Meta Ads Manager too.
• Calls: Claude can't take audio files. Use the transcripts from your call recording or call tracking system, or play recordings into your phone's voice memo app and copy its transcript. Put each branch's ten transcripts into one document, so you're well under the 20-file limit.

I run [#] branches. Attached: a report with leads, booked jobs and close rate by branch, my ad spend by branch for the same period, and two documents of call transcripts, ten calls from [best branch] and ten from [worst branch].

Part 1: Numbers
Make a table by branch with: ad spend, leads, booked jobs, cost per booked job, estimates sent, sold jobs, close rate, and average days from visit to estimate sent if the dates are there. Show the formula for each column.

Part 2: Calls
Make a table with one row per call: branch, how the call was opened, whether the CSR asked about the job, whether they offered a specific time, whether it booked, and what the caller needed and didn't get.
Then make a side-by-side table of what the best branch does on the phone that the worst branch doesn't, with a quote from a transcript for each difference.

Part 3: Copy list
Turn those differences into a one-page list of phone habits the worst branch can start this week, in the order you'd train them.

Train the worst branch on the copy list for a month, then rerun Part 1 on the next month's numbers to see whether the gap closed.

The order leads arrived in tells you nothing about who's ready to buy. A year of history with which leads booked will show you what the bookers had in common.

• Jobber: Insights > Reports > Requests for the last 12 months; the Job #s column shows which requests became jobs. Export the Clients report too, since it carries Lead source. Use Export to CSV on both.
• Housecall Pro: filter the Estimates and Jobs tabs to the last year, then use Actions > Export > Send file. The CSV arrives by email.
• ServiceTitan: in Reports, run the leads or bookings report your account uses for the last 12 months and Export to XLSX.

Export your open leads as a second file.

File 1 is a year of leads from my field software, with a column showing which ones booked a job. File 2 is my open leads right now.

1. Compare leads that booked with leads that didn't. Look at lead source, service requested, job size, ZIP code, day and hour the lead came in, how fast we first replied, and any other column that might matter.
2. Show a table for each factor with: booking rate when it's present, booking rate when it's absent, the difference between the two, and how many leads that's based on. Skip anything based on fewer than [20] leads and say you skipped it.
3. Give me the five patterns most tied to booking, in plain words. These are patterns in my data, so tell me how sure you are about each.
4. Score each open lead in File 2 from 1 to 10 on those patterns. Return a call list table: rank, name, phone, score and a one-line reason.

Hand your CSRs the ranked list in the morning so they call top to bottom. Rerun the scoring each week with the new leads.

One fence owner we work with puts his phone-quote close rate at 10 to 15 percent or lower, so any job big enough gets quoted in person. Pull your own phone and in-person numbers for last quarter to see where your line sits.

• Jobber: Insights > Reports > Quotes, set the date filter to Sent within last quarter, include Status, Salesperson, Total and Converted date, then Export to CSV.
• Housecall Pro: Estimates tab, filter to last quarter, then Actions > Export > Send file.
• ServiceTitan: a custom report from the Estimates template with Sold By, Estimate Status, Sold On and Subtotal (custom reports need the Works package), then Export to XLSX.

If nothing in the export marks how each quote was given, add a column called Quote type and fill in Phone or In person before you upload.

Attached are last quarter's quotes. The Quote type column says whether each one was given over the phone or in person.

1. Make a table for Phone and for In person with: quotes given, quotes sold, close rate, average quote size and total sold dollars.
2. Split both by job size into four bands: under $[A], $[A] to $[B], $[B] to $[C] and over $[C]. Show close rate for each band, phone next to in person.
3. Find the job size where the in-person close rate pulls clearly ahead, and tell me how many quotes that rests on.
4. Show what last quarter's sold dollars would have been if phone quotes above that size had closed at the in-person rate. Label it as an estimate and show the math.

Set the dollar amount above which your team books an in-person visit, and compare the two close rates again next quarter.

Ask your agency for the names of the customers their work produced last month. Then export your own jobs for the past year so Claude can tell new customers from repeat ones.

• Jobber: Insights > Reports > Invoices or One-off jobs, with client name and service address, then Export to CSV.
• Housecall Pro: Jobs tab, filter by date, then Actions > Export > Send file.
• ServiceTitan: Reports > Legacy Reports > Job Costing, which lists Customer and Location, then Export to XLSX.

Agencies can tie ads to real customers when sold jobs flow back to the ad platforms. A multi-branch fence company we work with sends booked visits and sold jobs back to Meta and Google daily, branch by branch. If you end up leaving an agency, know that a Meta ad account created inside the agency's business portfolio can't be transferred to you.

File 1 is the list of customers my agency says their work produced in [month]. File 2 is my jobs from my field software for the last 12 months.

1. Match each agency name to my jobs in [month]. Allow for nicknames, spelling differences, spouses and business names, and use address or phone to confirm when they're there.
2. Show a table with: agency's name, matched customer in my software, job date, job amount, and match confidence (exact, likely, possible or no match) with the reason.
3. Count the matches and total their job dollars. Put that next to what I paid the agency: $[amount].
4. List agency names with no match, and matched customers who had a job with me before [month].

If the agency can't produce names, or the names don't match your jobs, raise it with them before you renew anything.

A big gap between two people quoting the same work points to training. Run the numbers first, then turn your best estimator's walk-through into a checklist.

• Jobber: Insights > Reports > Quotes for last quarter, with the Salesperson column, then Export to CSV.
• Housecall Pro: Estimates tab, filter to last quarter, then Actions > Export > Send file. Make sure the assigned employee shows.
• ServiceTitan: a custom report from the Estimates template (it has a Sold By column), then Export to XLSX.

For the ride-along, ask the homeowner before you record. Claude can't take audio files, so record with your phone's voice memo app and paste its transcript, or talk it through afterward in Claude's voice mode.

Close rate by estimator

Attached are last quarter's quotes with the estimator on each one.

1. Make a table by estimator with: quotes given, quotes sold, close rate, average quote size, sold dollars and average days from quote to sale.
2. Split close rate by job type or size, so I'm comparing people quoting the same work. Flag any group where an estimator has fewer than [10] quotes.
3. Tell me which gaps are big enough to act on and which could be chance, and show the counts behind each.

Checklist from the ride-along

Below is a transcript of my best estimator, [Name], walking a homeowner through a quote.

[paste transcript]

1. Make a table of each step he takes, in order, with a quote from the transcript that shows it.
2. Turn it into a one-page checklist the other estimators can use on site: steps in order, what to say at each one, what to show, and the questions he asks the homeowner.
3. Mark anything that depends on his experience and would need training, and anything in the transcript you couldn't follow.

Give the checklist to your other estimators and ride along with each one once. Rerun the close-rate table next quarter.

Two lists hold people who already know your name: your past customers and the estimates that never closed in the last two years.

• Jobber: Clients > More Actions > Export Clients > CSV (each file holds up to 1,500 rows). For open quotes, use Insights > Reports > Quotes over the last two years and Export to CSV.
• Housecall Pro: Customers > Actions to export your list. For estimates, open the Estimates tab, filter to two years, then Actions > Export > Send file.
• ServiceTitan: Search > Customers with no filters, then export to Excel. For estimates, use a custom report from the Estimates template showing Open and Dismissed.

Text only the people who've agreed to hear from you by text. Email or mail the rest.

File 1 is my past customer list. File 2 is estimates from the last two years that never closed. My company is [Company] and we do [service]. The season coming up is [season].

1. Sort past customers into groups by what we did for them and how long ago, such as an install over three years ago or a repair in the last year. Show a table: group, count, what they bought and a likely seasonal need.
2. Sort the open estimates by job type and age, with the same kind of table.
3. Write one short seasonal note per group, under 300 characters, from [Your name] at [Company]. Use [Name] for the customer's first name. Keep it plain, with one clear next step: reply to this message or book at [link]. Don't offer a discount unless I ask.
4. Flag duplicates and people who show up in both files. List anyone missing both a phone number and an email.

Send the notes from your business number one group at a time, so your office can keep up with the replies.

Write down the decisions only you can make right now, or the part of the business that would confuse your kids most if they started Monday. Pick the one that comes up most.

Claude can't take uploaded audio files. Paste the prompt below into a chat, then switch to Claude's voice mode and talk it through; the transcript saves in the chat. You can also record a voice memo on your phone and paste in its transcript.

Test the finished checklist on someone new to that part of the business, so the gaps show up while you're still around to fill them.

I'm going to explain how I handle [decision or process] at [Company]. I want someone else to run it for the next month without calling me.

[Talk it through in voice mode, or paste your transcript here.]

1. Ask me up to five follow-up questions about anything a new person would get stuck on, then wait for my answers.
2. Show a table of each step or decision point with: what triggers it, what I look at, the rule I use, and when to call me.
3. Turn it into a one-page checklist written for someone who started Monday.
4. List the judgment calls you couldn't turn into a rule, so I can settle them before I hand it off.

Hand the checklist to one person for a month and write down each time they still had to call you. Add those answers to the page.

If nobody else knows how your calls should go, the next hire learns it from scratch. Ten recorded calls from your best person is enough to start.

Claude can't take audio files. Pull transcripts from your call recording or call tracking system, or play the recordings into your phone's voice memo app and copy the transcripts. Check your state's call-recording consent rules before you record. Pick a mix of calls that booked and calls that didn't, so the script covers the hard ones too. Put all ten transcripts into one document, or paste them in.

Attached are transcripts of ten calls handled by [Name], my best CSR.

1. Make a table with one row per call: what the caller needed, how [Name] opened, the questions asked, how price came up, how the call ended and whether it booked.
2. Find what [Name] does on most calls, and show a quote for each habit.
3. Write a one-page phone script with: the greeting, questions to ask, how to answer "how much does it cost," how to offer a time, and how to close. Use [Company] and [Customer] as placeholders.
4. Add a short checklist a new hire can tick off during a call.
5. Note anything [Name] does that a script can't teach.

Train your next hire on the script and have them listen to a few of the recorded calls. Review their first week of calls against the checklist.

Claude and ChatGPT can both run a task on a schedule. It arrives as an app notification or email, never as a text. The task also needs a way to read your numbers: a connector, or a file the task can open. Without one, it has nothing to report.

In Claude

Scheduled tasks are on Claude's paid plans (Pro, Max, Ultra, Team and Enterprise).

1. In any chat, describe the task and how often to run it, answer Claude's questions, review the name, schedule and instructions, then click Schedule. In Claude Cowork, go to Scheduled > New task and pick Create with Claude or Set up manually, with the frequency set to Daily.
2. Give it access to the numbers through a connector you've set up, or a folder where you save each day's export. A task that needs files on your computer runs locally, so the computer has to be on.
3. Claude sends a notification to your phone when a task is done.

In ChatGPT

Scheduled tasks work on Free, Go, Plus, Pro, Business, Enterprise and Edu, with a cap on active tasks (3 on Free and Go, 5 on Plus).

1. Open Scheduled or ask in a chat, then confirm the task.
2. Connect an app it can read under Settings > Apps, such as the Gmail inbox where a scheduled Google Ads report lands. ChatGPT tasks can't read uploaded files or project files.
3. Under Settings > Notifications, pick Push or Email. You can turn on both.

Run this each weekday at [6:30 a.m.] [time zone].

Read yesterday's numbers from [where they live, for example my connected inbox with the daily Google Ads report and my field software's daily jobs report].

Send me a short summary with this table:
| Branch | Jobs booked yesterday | Ad spend yesterday | Cost per booked job | Booked this month so far |

Under the table, add no more than three lines on anything unusual compared with the same weekday last week.
If a number is missing or a source didn't load, say which one at the top. Don't fill gaps with estimates.

Run the task once by hand, check its table against your own reports, then let it run each morning.

Pull last month's leads and last month's booked jobs. If leads rose and jobs didn't, they're dying between the phone and the schedule.

• Leads: in Jobber, Insights > Reports > Requests, Export to CSV. In Google Ads, the download icon on your campaigns table, then CSV.
• Booked jobs: in Jobber, the One-off jobs report. In Housecall Pro, the Jobs tab export. In ServiceTitan, the Job Costing report.
• Calls: Claude can't take audio files. Use five transcripts from your call recording system, or play the recordings into your phone's voice memo app and copy the transcripts. Pick calls that didn't book.

Below are five call transcripts from leads that didn't book.

[paste transcripts]

Last month we got [#] leads and booked [#] jobs. The month before, [#] leads and [#] jobs.

1. Show the lead-to-booked rate for both months.
2. Make a table with one row per call: what the caller needed, what they asked, what they got, what they didn't get, and the moment the call turned.
3. Group the misses into common reasons and rank them by how often they show up.
4. For the top reason, write the fix in plain words: what the CSR should say or do instead, with a sample line using [Name] and [Company].

Train the fix for the top reason this week, then run five new transcripts next month to see whether that reason shows up less.

List each vendor and what you paid them last month. Each report is built around that vendor's own numbers, so put them side by side against your booked jobs.

• Google Ads: campaigns table for last month, download icon, then CSV.
• Meta: export last month's campaign table from Meta Ads Manager.
• Other vendors: their monthly report as a PDF, CSV, XLSX or plain text file.
• Booked jobs: for the same month, use the One-off jobs report in Jobber or the Jobs tab export in Housecall Pro. In ServiceTitan, use the Job Costing report.

Six vendor reports plus your jobs file fits well inside Claude's 20-file limit.

I pay [#] vendors for leads and ads. Attached is last month's report from each, plus my booked jobs for [month] from my field software.

What I paid each vendor last month:
[Vendor]: $[amount]
[Vendor]: $[amount]

1. For each vendor, pull out what their report claims, such as leads, calls, clicks or conversions, and how they define each one.
2. Match their claims to my booked jobs by lead source, customer name, phone or date where you can.
3. Show one table with: vendor, amount paid, what they report, booked jobs I can tie to them, cost per booked job and sold dollars from those jobs.
4. List customers or leads that more than one vendor claims, and any vendor whose numbers can't be checked against my jobs.
5. In two lines, tell me which vendor costs the most per booked job and which ones I can't measure at all.

Bring the table to each vendor's next review and ask them to explain any gap between their report and your booked jobs.