For HVAC Service Technicians ·
What you'll accomplish
By the end of this guide, you'll have a Claude Project configured specifically for your HVAC company — pre-loaded with your pricing, service area, common job types, and communication preferences. Every report, estimate, and customer message your team generates will be consistent, professional, and on-brand without anyone having to explain their role to AI every single time.
What you'll need
What you should see: Your Claude interface with a Projects option in the left sidebar.
What you should see: A Project workspace with a setup area for Project Instructions and uploaded files.
Click on Project Instructions (or similar — it may say "Custom Instructions" or "System Prompt"). This is where you tell Claude everything it needs to know about your business. Copy this template and fill in your details:
You are an AI assistant for [Company Name], an HVAC service company in [City/Region].
About our company:
- We serve residential and light-commercial customers
- Service area: [cities/zip codes]
- Services offered: AC repair, heating repair, maintenance tune-ups, equipment replacement, new installs
- Our pricing: Diagnostic fee $[X]. Standard service call $[X]-$[X]. Maintenance agreement $[X]/year.
- Our tone: Friendly, professional, and honest. We don't upsell aggressively — we recommend what's right for the customer.
How to write service reports for us:
- Professional but easy for homeowners to understand
- Include: equipment, problem found, work performed, parts used, system status, recommendations
- Length: 100-200 words for standard calls; more for complex jobs
How to write estimates for us:
- Include a brief explanation of why the work is needed
- List equipment and labor separately
- Include warranty terms
- End with a clear call to action
How to write customer messages for us:
- Use the customer's first name
- Sign off as "[Your Name] from [Company Name]"
- Include our phone number: [number]
In the Project, look for an Upload Files or Add to Project option. Upload:
What you should see: Uploaded files appear in the Project, and Claude can now reference them in every conversation.
Click New Chat within the Project. Type:
"Write a service report for: Carrier 2-ton split system, 2015. Customer reported no cooling. Found capacitor failed on compressor — 45/5 dual run, replaced with matching. Charged $187 labor + $45 part. System cooling normally after repair. Recommend maintenance agreement."
What you should see: A service report that matches your company's style and includes your pricing/communication preferences automatically.