AI prompts · Updated Oct 15, 2026

The fence office prompt sheet

Short prompts that work in Claude, Grok, or ChatGPT. Paste your shop rules first, use job numbers instead of names, and read every draft before it goes out.

Scheduling

Prompt · Week boardClaude
Here are our rules: [crews, machines, no dig without locate ticket, no crew without material on site].
Here is this week's job list: [paste CSV].
Draft a Mon-Fri board: Day | Crew | Job # | Machine | one-line reason.
Then list CONFLICTS and QUESTIONS. Do not invent anything not in the list.

How fence companies use Claude for scheduling →

Shop ops

Prompt · Morning briefGrok
Here are last night's end-of-day notes from our crew leads: [paste].
Give me BLOCKED, CALLS before 8am, and RISKS to promised dates. Under 15 lines. No guessing.

Grok for fence shop ops →

Estimate follow-up

Prompt · Day 2 textAny chat tool
Write a follow-up text for a fence estimate: [footage, style, gates, date sent, next install window].
Sound like a local contractor. Under 300 characters. No emojis. End with one question.

Estimate follow-up with AI chat →

Inbox triage

Prompt · Sort the inboxAny chat tool
Tag each email: NEW LEAD, REPAIR, ACTIVE JOB, SUPPLIER, COMPLAINT, SAFETY/URGENT, JUNK.
Output: # | Tag | one-line summary | reply today Y/N. Pool gates, utility hits, injuries go first. Say UNSURE if unsure.
[paste emails, names and numbers removed]

AI inbox triage for fence companies →

811 locate tickets

811 locate checklist for fence crews → · HQ 811 workflow →

Crew planning

Prompt · Size the jobAny chat tool
Our production numbers: [ft/day by material and soil, time per gate, tear-out rate].
Estimate crew days for: [job]. Show the math line by line. Round up to half days. Flag assumptions.

Crew planning with AI chat →

House rule. If the tool gives you a price, lead time, or code rule you did not feed it, throw it out.