For HVAC Service Technicians ·
What you'll accomplish
By the end of this guide, you'll have a Custom GPT that generates professional, consistent equipment replacement quotes in under 2 minutes — just enter the equipment details and price, and it produces a formatted estimate letter your customer can sign on the spot. No more rushing through quote sheets that look unprofessional, and no more different techs quoting different ways.
What you'll need
What you should see: A form asking you to name your GPT and write instructions for it.
In the Name field, type something like:
"HVAC Quote Generator — [Your Company Name]"
In the Description field, type:
"Generates professional HVAC equipment replacement estimates for residential customers."
In the Instructions field, paste this template (fill in your specifics):
You are a quote generator for [Company Name], an HVAC contractor in [City/Region].
When I give you a quote request, generate a professional equipment replacement estimate letter with these sections:
1. Customer name and address (if provided)
2. Date
3. "Thank you for the opportunity to provide this estimate"
4. What we're proposing (equipment description)
5. Why we recommend this (brief explanation based on the old system age/condition)
6. Itemized pricing: Equipment cost, Installation labor, Permit (if applicable), Disposal of old unit
7. Total investment
8. Warranty: [your standard warranty terms, e.g., "10-year manufacturer parts warranty, 1-year labor warranty"]
9. Next steps: "To proceed, sign below or call us at [your number]"
Our tone: Professional but warm. We explain value, not just price.
Always add: "Prices valid for 30 days."
Format it clean enough to print and hand to the customer.
In the Preview panel on the right, type a test quote request:
"Quote for: Customer Mike Johnson, 123 Oak St. Replacing 2005 Carrier 3-ton split system. Installing new Carrier 24ACC636A003. Equipment cost $3,200, labor $1,600, permit $150, disposal $75. Total $5,025."
What you should see: A formatted one-page estimate letter, ready to print.
Click Save → choose Only me (to keep it private to your account) or Anyone with link if you want to share with your team. Copy the link to share with your other technicians.