Service Manager

Hand off a replacement lead to the comfort advisor

  • Est. time saved10 min per lead
  • Works withCopilot · ChatGPT · Gemini
  • GroupBook & Do the Work
  • Ref.WO-0065

Part of kit: Replacement sales follow-up system (step 1 of 5)

Never paste: Employee pay, disciplinary records with full names, customer addresses and phone numbers, or medical/personal info about techs.

When to use it

When a tech finds a system that’s a replacement candidate.

The prompt

Copy this, then replace everything in [brackets].

Write a lead handoff note for our comfort advisor/sales.
Equipment: [type, brand, age, condition, refrigerant]
What the tech found: [issue, repair cost]
Homeowner: [first name, concerns: budget, comfort, noise, efficiency]
Timing: [hot lead today / thinking about it]

Short note with everything the advisor needs, plus a text to the homeowner confirming the visit.

Before / after

Before: Advisor walks in cold and asks the same questions.

After (example output):

Lead: 19-yr-old R-22 AC, compressor grounded, repair $2,400+. Homeowner (Linda) worried about cost and upstairs being hot. Wants options this week. Text: ‘Hi Linda, [advisor] will stop by Thursday at 5 to go over replacement options. No pressure.’

Tips

  • Pass along the homeowner’s concerns. Those are what sell the job.
  • Use tech first names or initials in prompts.
  • Coach behaviors, not personalities. Ask the AI to keep it specific.
  • Review every draft before you send it. You’re accountable for what goes out.