AI Made Simple for Contractors — by SmallBiz Autopilot
These are the prompts from the course, plus a few extra ones we think you'll use every week. Copy one, paste it into ChatGPT, Gemini, or Claude, and swap the [BRACKETS] for your own details.
One important reminder: AI can make mistakes. It's your helper, not your boss. You check every price, measurement, and decision before it goes to a customer.
How to get good answers (the 5-part formula from Module 3):
What it does: Gives you a plain-English intro to AI and real examples for your kind of business.
When to use it: Day one — before you try anything else. (Module 1)
Explain artificial intelligence to a 60-year-old [TRADE] contractor who has never used AI. Use very simple English. Give me five examples of how AI can help a [TRADE] business save time and make money. Avoid technical words.
What it does: Gets practical marketing ideas you can act on this week — and lets you compare ChatGPT, Gemini, and Claude side by side.
When to use it: When work is slow, or when you want to see which AI tool you like best. (Module 2)
I own a small [TRADE] business in [CITY/AREA]. Give me five practical ideas to get more customers in my local area. My marketing budget is $[AMOUNT] per month. Use simple English and give me specific actions I can take this week.
What it does: Shows why detail matters — try both and compare the answers.
When to use it: Practice, to learn how to talk to AI. (Module 3)
Write me an estimate.
Act as an experienced [TRADE] contractor. I need help preparing an estimate for [JOB, e.g. painting a residential house]. The house has approximately [SQ FT] square feet. Help me organize the estimate into labor, materials, preparation, supplies, and cleanup. Ask me questions about missing information before preparing the final estimate. Do not invent prices or measurements.
What it does: Helps you figure out which type of app fits your problem and what to test in a free trial.
When to use it: Before paying for any scheduling, photo, estimating, or job-tracking software. (Module 7)
I run a small [TRADE] business with [NUMBER] employees. I need help with [PROBLEM: scheduling, customer tracking, job photos, floor plans, estimating, or document review]. Explain what types of software could help, what questions I should ask before buying, and what I should test in a free trial. Do not assume a product has a feature unless it is verified.
What it does: Gives AI standing instructions so every chat already knows how you work.
When to use it: Paste into ChatGPT "Custom instructions," a Gemini Gem, or Claude Project instructions — set it once. (Module 9)
You are my business assistant for my small [TRADE] contracting company. Help prepare customer estimates, write professional customer emails and text messages, organize job schedules, prepare invoice descriptions and project reports, and create marketing advertisements. Use simple language. Ask questions when information is missing. Never invent prices, measurements, customer information, or code requirements. Clearly label assumptions and remind me to verify important calculations and technical information.
What it does: Builds a day-by-day beginner plan with one small task per day.
When to use it: When you finish the course and want a simple routine. (Module 10)
Act as a practical business coach for a small [TRADE] contractor. Build a 30-day beginner plan for using AI. I can spend [MINUTES] minutes per day learning. Give me one small task each day, use simple language, and focus on customer communication, estimates, marketing, and organization. Give me a simple way to measure whether each task helped. Do not recommend expensive subscriptions unless you explain why they may be worthwhile.
What it does: Writes a friendly reply that asks for the info you need to quote the job.
When to use it: A new lead calls, texts, emails, or messages you on Facebook. (Modules 4, 9)
Act as my office assistant. Write a friendly, professional reply to a customer who is asking about [SERVICE]. Ask for the information needed to understand the job, such as location, type of work, photos if appropriate, and preferred appointment times. Keep it short and easy to understand.
What it does: Writes a polite text moving an appointment.
When to use it: Weather, a sick crew member, or a job running long. (Module 8)
Write a polite text message to [CUSTOMER] explaining that we need to reschedule the [DATE/TIME] appointment because of [REASON]. Apologize for the inconvenience and offer [NEW OPTIONS]. Keep the message professional and friendly.
What it does: A no-pressure check-in so the job doesn't go cold.
When to use it: 3–7 days after you sent an estimate and haven't heard back. (Module 4)
Write a polite follow-up message to a customer who received an estimate for [PROJECT] on [DATE]. Ask whether they have questions and offer to discuss the scope. Do not pressure the customer.
What it does: Helps you respond calmly without admitting things you haven't checked.
When to use it: An unhappy call, text, or online review. (Module 8)
Help me respond professionally to this customer complaint: [PASTE NON-SENSITIVE SUMMARY]. Acknowledge the concern, avoid admitting facts I have not confirmed, propose a reasonable next step, and keep the tone calm and respectful.
What it does: A short, friendly request for a Google or Facebook review.
When to use it: Right after a job wraps up and the customer is happy.
Write a short, friendly text message thanking [CUSTOMER FIRST NAME] for choosing [BUSINESS NAME] for their [JOB TYPE]. Ask if they would leave us a review at [REVIEW LINK]. Keep it under 300 characters, warm, and not pushy. Do not offer any reward for the review.
What it does: Wraps up the job professionally and tells the customer what happens next.
When to use it: The day you finish a job.
Write a thank-you email to [CUSTOMER] for the [JOB TYPE] we completed at their home on [DATE]. Briefly list what we finished: [WORK DONE]. Include care tips I provide here: [TIPS, if any], how to reach us with questions, and that the final invoice is [ATTACHED/COMING]. Keep it simple and friendly. Do not mention any warranty terms I did not give you.
What it does: Explains a delay honestly and keeps the customer's trust.
When to use it: Rain, backordered materials, or an inspection holdup.
Write a short, honest message to [CUSTOMER] letting them know their [PROJECT] is delayed because of [REASON: weather / material backorder / inspection]. The new expected date is [DATE OR "we will confirm by DATE"]. Apologize, explain what we are doing about it, and invite them to call [PHONE] with questions. Do not promise a date I did not give you.
What it does: Organizes your job details into a draft estimate — and asks what's missing.
When to use it: After a walk-through, before you price the job. (Modules 3, 4, 9)
Help me prepare a draft estimate for [JOB TYPE]. The known details are [SCOPE, MEASUREMENTS, MATERIALS]. Ask me for missing information before creating the draft. Include labor, materials, preparation, disposal, permits if applicable, exclusions, assumptions, and payment milestones. Do not invent prices or quantities.
What it does: Same idea, but laid out as a clean table you can check line by line.
When to use it: When you want an estimate you can review fast or paste into your estimating software. (Module 4)
Act as my office assistant for a small contracting business. Help me prepare a draft estimate from the job information I provide. First ask for missing details such as scope, measurements, materials, labor, disposal, permits, exclusions, and payment schedule. Do not invent prices, quantities, or code requirements. Present the draft in a table and clearly label assumptions.
What it does: Turns your rough notes into a clear scope for the proposal.
When to use it: Writing up a proposal after the site visit. (Module 4)
Turn these contractor notes into a clear draft scope of work for a customer proposal: [PASTE NON-SENSITIVE NOTES]. Organize work included, materials, schedule assumptions, exclusions, customer responsibilities, and items requiring confirmation. Do not add promises or technical requirements that I did not provide.
What it does: Drafts a change order so extra work gets written down and approved.
When to use it: The customer asks for something not in the original job. (Module 4)
Help me create a draft change order for this customer-requested change: [DESCRIBE CHANGE]. Ask for missing details about added work, materials, labor, schedule impact, price, and approval. Clearly label anything not yet confirmed.
What it does: Builds a list of materials to check — not a final order.
When to use it: Before a supply-house run or a material order.
I am a [TRADE] contractor doing [JOB DESCRIPTION] with these measurements: [MEASUREMENTS]. Make a checklist of materials and supplies I may need, grouped by category. Leave quantities blank unless you can show the math from my measurements, and add a waste-factor line for me to fill in. Do not include prices. Flag anything I should double-check with my supplier.
What it does: Describes what's visible in a photo and lists what to inspect in person.
When to use it: A customer texts a photo, or you want notes on a site photo. Attach the photo, then paste the prompt. (Module 5)
Review this jobsite photo. Describe only what is visibly present. Separate direct observations from possible concerns. List questions that a qualified contractor should inspect in person. Do not make conclusions about structural safety, electrical safety, code compliance, or hidden damage.
What it does: Turns quick notes (or a voice note) into a clean daily report.
When to use it: End of the day, in the truck. Tip: tap the microphone and just talk. (Module 5)
Turn these field notes into a daily construction progress report. Include date, project, crew, work completed, materials delivered, delays, safety observations reported by the crew, issues needing follow-up, and next steps. Do not invent missing facts. Notes: [PASTE NOTES].
What it does: Organizes leftover items into a clear punch list.
When to use it: Final walk-through with the customer or GC. (Module 5)
Create a punch list from these project notes: [PASTE NOTES]. Organize each item by location, task, priority, responsible person if provided, and status. Do not invent completion dates or assign people without information.
What it does: Drafts a 5-minute toolbox talk for your crew.
When to use it: Before the crew starts the day — especially on a new type of task.
Write a 5-minute toolbox safety talk for my [TRADE] crew about [TOPIC: ladder safety, heat, trenching, power tools, etc.]. Use plain, everyday language. Include 3–5 key points, one real-world example, and 2 questions to ask the crew. Remind them to follow OSHA rules and our company safety policy. Do not invent specific regulation numbers.
What it does: Writes a friendly post about your services.
When to use it: Once or twice a week to stay in front of local customers. (Modules 2, 6)
Create a Facebook post for my [TRADE] business serving [SERVICE AREA]. We offer [SERVICES]. Use a friendly, trustworthy tone and a clear call to action. Do not invent testimonials, awards, licenses, discounts, or guarantees.
What it does: Gives you a headline, offer, short post, and an image idea for an ad.
When to use it: Running a seasonal promotion or a paid Facebook ad. (Module 6)
Create a Facebook advertisement for my small [TRADE] business. We offer [SERVICES] in [CITY/AREA]. Give me a catchy headline, a clear offer, a short post, and a professional image concept. Do not invent reviews, licenses, awards, or guarantees.
What it does: Writes flyer copy you can drop into a free Canva template.
When to use it: Door hangers, yard signs, community boards. Remember to replace the template's sample business name with yours. (Module 6)
Create the text and layout concept for a simple promotional flyer for [BUSINESS NAME], a [TRADE] company serving [AREA]. Include a headline, services, contact details placeholder, and call to action. Keep it easy to read on a phone. Do not invent business details.
What it does: Writes a caption for your real before/after job photos.
When to use it: After finishing a job you're proud of (with the customer's OK to share).
Write a short Facebook and Instagram caption for before-and-after photos of a [JOB TYPE] we completed in [CITY/NEIGHBORHOOD]. What we did: [WORK DONE]. Keep it proud but humble, add a call to action to call [PHONE] for a free estimate, and suggest 3–5 local hashtags. Do not include the customer's name or address, and do not invent details.
What it does: Writes a short update for your Google listing so you show up in local search.
When to use it: Weekly or monthly — new season, new service, or a finished project.
Write a short Google Business Profile post (under 1,000 characters) for [BUSINESS NAME], a [TRADE] company serving [CITY/AREA]. Topic: [SEASONAL SERVICE / RECENT PROJECT / TIP]. Use simple language, mention our service area, and end with a "Call now" call to action. Do not invent awards, reviews, discounts, or guarantees.
What it does: Organizes your job numbers and shows the formulas, so you see real profit.
When to use it: After a job closes, or when you're checking if a type of job is worth it. Paste into Google Sheets to keep. (Module 8)
Organize the job information I provide into a table with job name, labor cost, material cost, other expenses, total cost, customer price, and gross profit. Show the formula used for each calculation. Do not make up missing numbers. Ask me for missing information. Job data: [PASTE DATA].
What it does: Builds a draft weekly schedule and flags conflicts.
When to use it: Sunday night or Monday morning planning. (Modules 8, 9)
Help organize this week's jobs: [PASTE JOBS AND CONSTRAINTS]. Create a draft schedule with job, address or service area (use only what I provide), estimated duration, crew, and dependencies. Flag conflicts and ask questions before assuming travel times or availability.
What it does: Reminds a customer about an unpaid invoice without burning the bridge.
When to use it: An invoice is past due.
Write a polite payment reminder to [CUSTOMER] for invoice #[NUMBER] for [JOB] in the amount of $[AMOUNT], which was due on [DATE]. Mention the payment options we accept: [OPTIONS]. Keep it friendly and professional. Write two versions: a first reminder and a firmer second reminder for [X] days later. Do not mention late fees unless I list them here: [LATE FEE TERMS or "none"].
What it does: Writes a clear, honest job post to find good help.
When to use it: You need a helper, apprentice, or lead tech.
Write a job posting for a [POSITION] at [BUSINESS NAME], a [TRADE] company in [CITY]. Pay: [PAY RANGE]. Schedule: [HOURS]. Requirements: [LICENSE, DRIVER'S LICENSE, EXPERIENCE, TOOLS]. Keep it short, honest, and friendly, and explain why someone would like working here using only these facts: [WHAT'S GOOD ABOUT THE JOB]. Do not invent benefits.
AI is a tool. You're the business owner. You make the important decisions.