ChatGPT for plumbers: prompts + workflows (2026)

ChatGPT for plumbers: prompts + workflows (2026)

ChatGPT isn’t a plumber. It’s a fast office assistant.

Used well, it helps you:

• capture better intake notes,
• send quotes faster,
• communicate clearly,
• chase money without sounding rude.

Used badly, it makes things up and costs you trust.

The rule for plumbers

Use AI for words, not for numbers.

If you want faster quoting without errors, build a fixed-price menu and keep the AI away from totals.

Workflow 1: call intake → job card

Goal: get everything a plumber needs before turning up.

Always capture:

• postcode + address
• whether water is off/on
• where the stopcock is (if they know)
• photos/video request (leak location, boiler, pipework)
• access notes (parking, pets, gate codes)

Prompt: structured intake

You are intake for a UK plumbing business.
Ask only the minimum questions to create a job card.
Output JSON with: issue_summary, location, postcode, urgency, water_off, stopcock_known, photos_requested, access_notes, preferred_times.
If something is missing, ask one follow-up question.
Do not guess.

If you want the AI to create the job automatically, wire it to Toolfy.

Workflow 2: quote drafting (scope + exclusions)

Most plumbing quote disputes come from unclear scope:

• “I thought that included…” (it didn’t)
• “You didn’t say you’d need to…” (you did, but buried it)

Prompt: quote scope rewrite (no pricing)

Rewrite this plumbing job scope in plain English using UK spelling.
Do not add new work items.
Include:
- what we will do
- what we won't do
- assumptions (access, parts availability)
- prep steps for the customer
- 2 optional upgrades (label as optional)
Return as bullet points.

Workflow 3: “on the way” + delay messages

Clear comms reduces cancellations and no-shows.

Prompt: “on the way” SMS

Write a short SMS.
Include: technician name, ETA range, and one prep step.
Tone: calm, professional.
Max 240 characters.

Prompt: delay message (with options)

Write an SMS that says we're running late.
Offer 2 options: keep the booking with an updated window, or reschedule.
Apologise once (no excuses).

Workflow 4: boiler service reminders (annual recurring revenue)

Most plumbers don’t need “marketing”. They need a system that remembers.

Use AI to draft the message, then schedule the reminder sequence from Toolfy.

Prompt: annual service reminder

Write a boiler service reminder message.
Include:
- last service month/year (if provided)
- a single booking CTA
- reassurance about timing ("before winter")
Tone: helpful, not salesy.

Workflow 5: invoice follow-ups (get paid without begging)

Prompt: payment reminder (3 sentences)

Write a 3-sentence payment reminder for an overdue invoice.
Include the invoice number, amount, and payment link placeholder.
Offer the customer a way to reply with a payment date.

Where Toolfy fits

Toolfy gives you the system of record (customers/jobs/invoices). ChatGPT gives you consistent wording and intake structure.

• Plumbing workflows: https://toolfy.io/industries/plumbing
• ChatGPT Apps integration: https://help.toolfy.io/help/integrations/chatgpt-apps