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For home services business owners · Front desk and inquiries

Turn call notes into a quote checklist

Rough notes from a request call sorted into what you know and what is missing before you can quote, plus a text asking the customer for photos.

By Aaron Byrne, KeenHand

The prompt

Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Owners and office staff who take request calls.

I run a home services business. A customer called about a job I will need to quote, and the notes from the call are rough. Before I go out or put a quote together, I want to know what I have and what I still need.

What I have:
- The notes from the call, as written: [CALL NOTES]
- What I always need to know before I quote this kind of job: [MY QUOTE CHECKLIST]
- How the customer wants to hear from us: [CONTACT PREFERENCE]

What I want:
1. Sort the notes under my checklist items. Mark each item known, unclear or missing.
2. Write the questions I still need answered, in the order I would ask them on a call back.
3. List any photos that would help me quote, such as the label on the unit or the space around it.
4. Write a short message to the customer that thanks them for calling and asks for those photos and answers. Do not say when the quote will be ready unless my notes say.

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.
- Never quote a price, a finish date or a cause for the problem. That is my call after I see it.
- Leave out card details, door and gate codes, and anything else private.

Give me back:
- My checklist with each item marked known, unclear or missing
- The call back questions, in order
- The message to the customer, ready for me to edit

When to use it

Someone took a call about a job you will need to quote, and the notes are a few lines on a pad or a text to yourself.

When not to

Do not use it to price the job or guess what is wrong. If the call was about something unsafe, call the customer back yourself.

What to paste in

  • [CALL NOTES]: Whatever was written down during the call, first name only, no phone number or street address.
  • [MY QUOTE CHECKLIST]: The things you always need to know, for example age of the system, which rooms, access, and what has been tried.
  • [CONTACT PREFERENCE]: Text, email or call, and anything they said about good times to reach them.

Never paste

  • The customer's last name, phone number, street address or card details
  • Gate, lockbox or alarm codes

A filled-in example

Sample. Fictional business, fictional client.

CALL NOTES: Karen, called 2:15. AC not cooling upstairs, downstairs fine. House maybe built in the 90s. Outside unit hums. Wants someone to look, might want a new one. Has a dog.
MY QUOTE CHECKLIST: Age and model of the unit, size of the house, which rooms are affected, how long it has been happening, past repairs, access to the attic and the outdoor unit, pets.
CONTACT PREFERENCE: Text is best, she works days.

What you should get back

  • Your checklist filled in, each item marked known, unclear or missing
  • The open questions, in call back order
  • A short list of photos that would help you quote
  • A text to the customer asking for them, with no price or cause

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, front desk and inquiries, and AI for home services.

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