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For home services business owners · The owner's desk

Count quotes sent and won each week

A weekly count of quotes sent, won, lost and still waiting by kind of job, with how fast each went out and a few questions for you.

By Aaron Byrne, KeenHand

The prompt

Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Owners who quote their own jobs or check the quotes the office sends.

I run a home services business. Once a week I want to see how many quotes went out, how many we won, and which kinds of jobs we keep losing or never hear back on.

What I have:
- This week's quotes, one line each, with the kind of job, who quoted it, the day of the visit, the day the quote went out and where it stands: [QUOTE LIST]
- Why we lost any, if the customer told us: [LOSS REASONS]
- Last week's counts, if I have them: [LAST WEEK]

What I want:
1. Count quotes sent, won, lost and still waiting, in total and by kind of job.
2. For each quote, count the days from the visit to the quote going out. Show the slowest ones.
3. List the oldest quotes still waiting so I can follow up.
4. Give the loss reasons in my customers' words, grouped if they repeat. Do not add reasons they did not give.
5. If I gave you last week, say what changed in a sentence or two.
6. End with up to three questions for me about what the numbers might mean.

Rules:
- Write a draft for me to read. Do not send anything.
- Use only what I gave you. If something is missing, ask me instead of guessing.
- Show your counting so I can check it. Do not guess why a quote was lost or suggest price changes.
- Leave out customers' last names, addresses, card details and anything else private.

Give me back:
- A short table of counts by kind of job
- The slowest quotes to go out and the oldest still waiting
- The loss reasons in the customers' words
- Up to three questions for me

When to use it

End of the week, when you want to know whether quotes go out fast enough and which kinds of jobs you actually win.

When not to

Do not use it to set prices or judge who on your team quotes well. It counts what you give it; the reasons are yours to find.

What to paste in

  • [QUOTE LIST]: Quote number or first name, kind of job, who quoted, visit day, sent day and won, lost or waiting.
  • [LOSS REASONS]: What customers said when they turned you down, word for word, or none.
  • [LAST WEEK]: Last week's counts, or none.

Never paste

  • Customers' last names, street addresses, phone numbers or card details

A filled-in example

Sample. Fictional business, fictional client.

QUOTE LIST: Q311, furnace replacement, Dave, visit Oct 13, sent Oct 16, won; Q312, AC replacement, Dave, visit Oct 13, sent Oct 20, waiting; Q313, ductless install, Kim, visit Oct 14, sent Oct 14, won; Q314, furnace replacement, Kim, visit Oct 15, sent Oct 15, lost; Q315, duct cleaning, Dave, visit Oct 16, sent Oct 21, lost; Q316, furnace repair, Kim, visit Oct 17, sent Oct 17, waiting.
LOSS REASONS: Q314 went with the company that put in their AC. Q315 decided to wait until spring.
LAST WEEK: Sent 5, won 2, lost 1, waiting 2.

What you should get back

  • Counts of quotes sent, won, lost and waiting, by kind of job
  • Days from visit to quote for each, slowest first
  • Loss reasons in your customers' words, nothing added
  • Up to three questions for you about what it might mean

What stays with you

The prompt writes a draft. You decide what happens to it, and nothing should reach a customer until you have read it. Decisions about money stay with a person every time, and so do health questions and complaints. When KeenHand builds a routine like this, every message carries the same four decisions: Automate, Approve, Revise, Reject.

More: every prompt for home services, the owner's desk, and AI for home services.

Which three fit your home services business?

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