For HVAC Service Technicians ·
What you'll accomplish
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 explaining the context first.
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 (it may also be labeled "Custom Instructions" or "System Prompt"). In this field 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.