Copy-and-paste prompts for leads, quotes, scheduling, billing and the inbox, plus short playbooks for finding your first bottleneck. Answer four quick questions and the whole library opens.
14 prompts and 4 step-by-step playbooks
Written for home services, real estate and professional services
Takes about a minute. Free.
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The library
First reply to a new lead
Answer a new inquiry in under a minute, in your voice.
Write a first text to a new lead for my business. Keep it friendly and short, and make it sound like a person wrote it.
Business: [what you do and where]
Lead name: [name]
Where they came from: [website form, Google, Facebook, referral]
What they asked about: [service or problem]
Keep it under 300 characters. Thank them by name, confirm what they need in their words, and end with one easy question they can answer with a yes or a time.
Follow up on quotes that went quiet
Four messages over two weeks for leads who stopped replying.
Write a 4-message follow-up for customers who got a quote from us and went quiet.
Business: [what you do]
What we quoted: [job and price range]
Days since the quote went out: [number]
Mix text and email over 14 days. Each message should give them something new: a question, a useful tip about the job, a reason to decide soon that is true, and a polite last check-in. Skip the pressure and the fake urgency. Keep every text under 300 characters.
Call notes to a CRM summary
Turn a call transcript into the fields your CRM needs.
Summarize this customer call for my CRM.
Transcript or notes: [paste]
Give me: customer name, contact info, what they need, address or location, budget if mentioned, timeline, who makes the decision, any objections, and the next step with a date. Put anything you had to guess in a separate list at the bottom. Keep it under 150 words.
Walkthrough notes to a scope of work
Messy site notes in, a scope someone can price out.
Turn my walkthrough notes into a scope of work I can price or send to a sub.
Notes: [paste notes or a voice memo transcript]
Type of job: [repair, install, remodel, service call]
Group the work by area. For each line give the task, the materials or grade if I mentioned it, and the quantity. Then list the questions I should answer before this goes out, like measurements I skipped or choices the customer still has to make.
Estimate cover note in plain English
Explain the price so the customer reads past the total.
Write a short note to send with this estimate.
Customer: [name]
Job: [what we are doing]
Total: [price]
What is included: [list]
What is not included: [list]
How long the quote is good for: [days]
Use plain words. Explain what they get, what could change the price, and what happens after they say yes. Under 150 words. No sales language.
Check an estimate before it goes out
Catch the missing line items and math errors first.
Review this estimate before I send it.
Estimate: [paste the line items and totals]
Job notes: [paste]
Check the math. Flag anything in the notes that is missing from the estimate, anything priced that the notes never mention, and any line a customer is likely to question. Give me a short list of fixes, most important first.
Job handoff note for the team
Everything the next person needs, so nobody calls you.
Write a handoff note for the person taking over this job.
Job: [customer, address, what we are doing]
What is done so far: [list]
What is left: [list]
Things to watch for: [access, pets, parking, customer preferences]
Who to call with questions: [name]
Use short bullets. Put anything time-sensitive at the top. If the notes leave something unclear, add it under "Ask before you start."
Turn a messy week into a schedule
Jobs, people and travel time sorted into a plan.
Help me plan next week.
Jobs to schedule: [list each job with location and how long it takes]
People and their hours: [list]
Fixed appointments: [list]
Rules: [no more than X jobs a day, travel limits, who can do what]
Give me a day-by-day schedule that keeps travel low and fits the rules. Then list anything that did not fit and why.
Sort the inbox into four piles
Find what needs you today and draft the quick replies.
Sort these emails for me.
Emails: [paste subject lines, senders and first lines]
Put each one in a pile: reply today, reply this week, read later, or archive. For every "reply today" email, draft a reply of two or three sentences in a direct, friendly voice. Do not send anything, and mark any email where you were unsure which pile it belongs in.
Write an SOP from a voice memo
Talk through a task once and get written steps a new hire can follow.
Turn this voice memo into a step-by-step guide a new hire can follow.
Transcript: [paste]
Format: what the task is for in one line, the tools needed, numbered steps, what a finished job looks like, and common mistakes. Use plain words. Wherever it sounds like I skipped a step, write [ASK] so I can fill it in.
Past-due reminders that stay friendly
Three messages that get paid without burning the relationship.
Write 3 reminders for an unpaid invoice.
Customer: [name]
Invoice: [number, amount, due date]
How to pay: [link or method]
Relationship: [new customer, repeat customer, commercial account]
Message 1 on the due date, message 2 at 7 days late, message 3 at 21 days late. Stay polite and clear. Each one should make paying easy, and the last one should state what happens next without sounding like a threat.
Monthly numbers in plain English
What changed this month and the two numbers to watch.
Here are my numbers for this month: [revenue, expenses, jobs or deals closed, leads, unpaid invoices]
Last month: [same numbers]
Tell me in plain English what changed and why it might have changed. Name the two numbers I should watch next month and one thing to try. Keep it under 200 words and do not invent figures I did not give you.
Ask for a review after the job
A short, specific ask sent while the customer is happy.
Write a text asking a customer for a review.
Customer: [name]
Job we finished: [what we did]
Something specific that went well: [detail]
Review link: [link]
Under 250 characters. Mention the specific job so it does not read like a mass text. One clear ask, then the link.
One finished job, three posts
Turn a job you just wrapped into posts people read.
Turn this finished job into 3 short social posts.
Job: [what we did, where, for what kind of customer]
The problem before: [what was wrong]
The result: [what changed]
Photos I have: [before, after, crew, detail shots]
Write one post about the problem, one about the result, and one about how we did it. Each under 120 words, in plain spoken language, with a suggestion for which photo to use.
Find your first bottleneck in 20 minutes
Walk one job from first contact to payment and mark where it waits.
Write down every step of one job, who does it, and which app or inbox it lives in.
Circle every step where the job waits, and guess how long: hours or days?
Mark the steps where someone retypes information from one place to another.
Note whose name sits next to most of the circles. If it's yours, that's normal.
For the biggest circle, write down what you would want to check before anything reaches a customer.
Your first bottleneck is the circle with the longest wait, the most retyping and your name on it. Measure it for one week before you change anything.
The Blueprint questions: first half
The five questions every Simplify Blueprint opens with.
Walk me through how work flows, from first contact to getting paid.
Who does what (office, field, contractors), and where do handoffs happen?
Which steps only you can do today, and why?
What's written down (templates, price sheets, SOPs) vs. in your head?
How do you talk to customers and staff? (tone, languages)
Answer these on paper before you buy another tool. The answers show where your week goes. We cover the second half together in a live Blueprint.
Reply to every new lead in five minutes
A simple setup that answers fast and keeps a person on the hot ones.
List every place leads arrive today: forms, calls, texts, ads, referrals.
Send all of them to one inbox or CRM so nothing lives in a personal phone.
Use the "First reply to a new lead" prompt to write a reply template for each source.
Decide which answers make a lead hot, like a date, an address or a budget, and alert a person when one comes in.
Check once a week how long the first reply took and how many leads never got one.
Start with the source that brings the most leads. Add the next source once the first one runs without you.
Get estimates out the same day
Stop the three-day wait between the visit and the quote.
Pick one job type you quote often and write down your real prices for it.
After each visit, record a two-minute voice memo with the notes and measurements.
Run the memo through the "Walkthrough notes to a scope of work" prompt.
Price the scope from your list, then run "Check an estimate before it goes out".
Send it with the cover note prompt and set a reminder to follow up in three days.
You still set every price. The prompts take the typing and the remembering off your plate.
Answer four questions to open the library
Every prompt and playbook unlocks as soon as you finish. It's free.