AI prompts for plumbers: copy, fill in the brackets, get back on the tools

How to use these prompts

1. Copy the whole prompt (press and hold on your phone, or tap Copy prompt).
2. Paste it into your AI assistant. The free versions are fine.
3. Fill in every [bracket]. Delete any that don't apply.
4. Leave out customer surnames, phone numbers and full addresses. Add those in your own software.
5. Check every number, product, measurement and rule reference yourself.
6. Make it sound like you, then send it from your usual app (Xero, Tradify, Fergus, ServiceM8 and so on).

Set up your "plumber profile" once

1. Write 5 lines: business name, region (NZ or AU state), the work you do (maintenance/new build/gas/drainage/backflow), your tone, and your standard exclusions.
2. Save it in your phone notes.
3. Paste it above any prompt below.

1. Quote from rough site notes

Section: Quotes & scope

Copy this prompt and fill in the [square brackets]:

You're helping a [NZ/Australian] plumber write a customer quote. Using my notes below, write: a 2-line summary for the homeowner, a scope of works as bullet points, inclusions, exclusions and assumptions. Leave every price blank as [$___]. Don't invent prices, products or extra work. Label it clearly as a QUOTE or an ESTIMATE: [quote/estimate]. Notes: [paste notes or voice-note text]

Tip: Paste in your price list and add "use only these prices". Otherwise leave prices blank and fill them in yourself.

2. Hot water cylinder / unit replacement options

Copy this prompt and fill in the [square brackets]:

Turn these hot water options for a [house size] home in [town] into a simple comparison a customer can understand: what each includes, pros, cons and who it suits. Option A: [e.g. like-for-like electric cylinder]. Option B: [e.g. gas continuous flow]. Option C: [e.g. heat pump unit]. No prices. I'll add them. Under 200 words.

Tip: Only include options you'd actually install at that property. See explain options.

3. Bathroom reno scope

Copy this prompt and fill in the [square brackets]:

From my walk-through notes, write a clear plumbing scope for a bathroom renovation: what I'm doing, what's done by others (tiler, builder, electrician), and assumptions such as [e.g. existing waste location stays]. Bullet points, plain English. Notes: [paste]

Tip: Spell out who does what. "By others" lines head off most reno arguments.

4. Exclusions & misunderstanding check

Copy this prompt and fill in the [square brackets]:

Here's a draft plumbing quote. List anything a customer might misunderstand, and suggest exclusions I may have missed (e.g. making good, tiling, access under floors, unforeseen blockages, council or consent fees). Don't change my prices. Quote: [paste]

Tip: The "what might they misunderstand?" question saves call-backs.

5. Reply to a "no hot water" or leak enquiry

Section: Customers & enquiries

Copy this prompt and fill in the [square brackets]:

Write a calm, friendly text reply to a customer reporting [no hot water / a leak at ___]. Ask for a photo of [the unit and its label / the leak], whether water is still running, and how old the unit is. Tell them my earliest availability is [time]. Only safety advice allowed: [e.g. turn off the water at the toby/main if it's safe to]. Under 100 words.

Tip: Keep advice basic. Never let AI coach a customer through gas or plumbing work. If they smell gas, they should leave and call the gas emergency line (verify the number for their region).

6. Running-late text

Copy this prompt and fill in the [square brackets]:

Write a short text to [first name] saying I'm running about [time] late for the [job] in [suburb] because [reason, e.g. an emergency call-out]. Apologise once, give a new ETA, and offer to rebook.

Tip: Save it as a phone shortcut and send it in 10 seconds.

7. Quote follow-up

Copy this prompt and fill in the [square brackets]:

Write a friendly, no-pressure follow-up to [first name] about the quote I sent on [date] for [job]. Sum up what's included in one line, offer to answer questions, and say the quote is valid for [days]. Under 80 words.

Tip: One follow-up at 2–3 days, one more at a week, then leave it. See automate quote follow-ups.

8. Job-done summary

Copy this prompt and fill in the [square brackets]:

From my notes, write a short "job completed" message for [first name]: what I did, anything I noticed that needs attention later, and that their [certificate/paperwork] will follow. Notes: [paste]

Tip: Keep "for later" items factual. Don't let AI make them sound urgent unless they are.

9. Certificate paperwork reminder list

Section: Compliance paperwork & records (admin only)

Copy this prompt and fill in the [square brackets]:

From this list of finished jobs, make a checklist of which ones still need my compliance paperwork done (e.g. [NZ: gas certificate of compliance / AU: state compliance certificate]) and how many days are left before my deadline of [X days — verify current rule for my region]. Jobs: [job ref, type, finish date].

Tip: AI only builds the to-do list. You complete, sign and lodge every certificate yourself, the way your regulator requires (verify).

10. Backflow test reminder letters

Copy this prompt and fill in the [square brackets]:

Write a short, friendly reminder to a property owner that their annual backflow prevention device test is due by [date], as required by [council/water authority — verify]. Explain in one line why it matters, and ask them to reply to book. No technical advice.

Tip: Check the actual frequency and who you report results to with the local council or water authority (verify).

11. Tidy test or inspection notes

Copy this prompt and fill in the [square brackets]:

Tidy these handwritten [backflow test / pressure test] notes into a neat table with columns [device or location, test, reading, result as I recorded]. Copy my figures exactly. Don't change, round, fill in or guess any value. Mark anything unreadable as [CHECK]. Notes: [paste]

Tip: Check every figure against your gauge or your notes before anything goes on an official form.

12. SWMS / JSA starter

Section: Safety & technical

Copy this prompt and fill in the [square brackets]:

Draft a starting-point Safe Work Method Statement for [task, e.g. excavating to repair a broken sewer line / working in a ceiling space] in [NZ/state]. Include task steps, hazards, controls and who is responsible, as a table. Mark anything that depends on the site as [CHECK ON SITE]. Note that a competent person must review it.

Tip: See our H&S paperwork tutorial. Trenches, confined spaces and asbestos pipes need extra checks.

13. Technical question, checked (see the safety box above)

Copy this prompt and fill in the [square brackets]:

I'm a licensed [plumber/gasfitter/drainlayer]. Explain in plain terms the general factors to consider for [e.g. sizing a gas line for an extra appliance / drain fall on a long run]. Don't give final values. List which sections of [the relevant code or standard] I should check myself, and say clearly where you're unsure.

Tip: Use this to jog your memory, not to make the calculation. Always work it out from the standard and the manufacturer's instructions.

14. Review request

Section: Reviews, marketing & hiring

Copy this prompt and fill in the [square brackets]:

Write a short text asking [first name] for a Google review after their [job]. Thank them, include [review link], under 50 words, no pressure.

Tip: Send it the day the job's done. See review requests.

15. Facebook post: seasonal tip

Copy this prompt and fill in the [square brackets]:

Write a short Facebook post for a plumbing business in [town] with one useful seasonal tip for homeowners about [e.g. protecting pipes in a frost / a hot water cylinder that's on its way out]. Friendly, no jargon, and a call to action to [message/call]. No DIY gas or plumbing instructions.

Tip: Keep tips to "what to watch for", not "how to fix it yourself".

16. Apprentice job ad

Copy this prompt and fill in the [square brackets]:

Write a job ad for a [first/second]-year [plumbing/gasfitting/drainlaying] apprentice at a small business in [town]. What a typical week looks like, what we're looking for (reliable, keen to learn, licence to drive), and how to apply. Casual but professional.

Tip: Check training and registration details with your apprenticeship provider (verify).

Not sure which AI tool suits your plumbing business?

Take the free 6-question quiz. Pick "Plumber" and you'll get a starter stack matched to your jobs and how comfortable you are with tech.

Tools these prompts work with

• ChatGPT: quick quotes and replies
• Claude: longer scopes for renos and new builds
• Gemini: can read photos of units, labels and leaks (features change, so check what the current version can do)
• Xero · MYOB: send the final quote or invoice
• Tradify · Fergus · ServiceM8 · Jobber: job and quote software where you paste scopes
• Zapier: automate backflow and servicing reminders

Can AI fill in my gas certificate or compliance certificate?

No. AI can remind you what's due and tidy your notes. The licensed person who did the work completes and signs it, the way the PGDB (NZ) or your state regulator (AU) requires (verify).

Can AI tell me what size gas pipe or drain to use?

Don't rely on it. AI can make maths mistakes and may quote overseas rules. Work it out from the current codes, standards and the manufacturer's instructions. Gas work must be done by a licensed gasfitter.

What's the best AI app for plumbers?

A free general assistant (ChatGPT, Claude, Gemini or Grok Bot) covers most writing jobs. Take our quiz for a stack matched to your business.

Is it safe to put customer details into ChatGPT?

Leave out surnames, phone numbers and full addresses. Add those in your own job or accounting software. See safe AI habits.

Do these prompts work for gasfitters and drainlayers too?

Yes, for quotes, customer messages, reminders and marketing. Change [plumber] to your trade, and keep every technical decision with your licence.

Do I need to pay for AI to use these?

No. Every prompt here works in the free versions.