Plumbers playbook · 5 free jobs

AI for plumbers: 5 jobs to hand to AI this week

You don't need to "learn AI". Start with five boring jobs that eat your evenings. Each one uses a free AI chat tool you can open on your phone.

Job 1 of 5ChatGPTGeminiCopilot

Turn your rough job notes into a clear written quote

Clear written quotes cut down on "I thought that was included" arguments and look more professional than a text message.

Time: About 5 minutes once you have your notesCost: free tools work

ChatGPT, Google Gemini or Microsoft Copilot (free versions all work)

Steps

  1. Open ChatGPT (chatgpt.com), Gemini (gemini.google.com) or Copilot (copilot.microsoft.com) on your phone or computer. Free accounts are fine.
  2. Type or voice-dictate your rough notes from the visit: what you found, what you'll do, parts, labour time and your prices.
  3. Paste the prompt below underneath your notes and send it.
  4. Read the quote it gives back. Fix any price, part or wording that is wrong. You are responsible for every number.
  5. Copy it into your invoicing app, email or a document with your business details, and send it.

The exact prompt

Copy, paste, then fill in the [brackets]
You are helping a [UK] plumber write a clear, friendly written quote for a homeowner.
Use my notes below. Write in plain [British] English, no jargon.
Structure:
1. Short summary of the problem in one sentence
2. Work included (bullet points)
3. Not included / possible extras (bullet points)
4. Price breakdown: parts, labour, total. Use ONLY the prices in my notes. If a price is missing, write [PRICE NEEDED] instead of guessing.
5. How long the quote is valid for: [30 days]
6. Payment terms: [payment due on completion]
Label it clearly as a QUOTE (fixed price for the work described), not an estimate.
Do not add any guarantees, certifications or warranties I haven't mentioned.

My notes:
[paste your notes here]

✓ Check before you send

  • Every price matches your notes, and there are no [PRICE NEEDED] gaps left.
  • Nothing is promised that you didn't agree, such as a guarantee, a timescale or certificates.
  • Your name, business details and the customer's address are correct. Add these yourself after the AI step if you prefer not to paste them in.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 2 of 5Google Business ProfileChatGPT

Reply to Google reviews (good and bad) in two minutes

Replying to reviews shows future customers you care. It's also easy to put off, especially the bad ones.

Time: 1 to 2 minutes per reviewCost: free tools work

Your Google Business Profile, plus a free AI chat tool (ChatGPT, Gemini or Copilot)

Steps

  1. Open your Google Business Profile. Search your business name on Google while signed in, or use the Google Maps app, then go to Reviews.
  2. Copy the text of a review.
  3. Open your AI chat tool and paste the prompt below with the review text.
  4. Edit the reply so it sounds like you. Add one real detail about the job if you remember it.
  5. Paste it back into Google as your reply and post it.

The exact prompt

Copy, paste, then fill in the [brackets]
Write a short reply (max 70 words) from a [UK] plumbing business owner to this Google review.
Tone: warm, professional, plain [British] English, not over the top.
If the review is positive: thank them and mention the type of job in general terms.
If the review is negative: thank them for the feedback, don't argue or admit legal liability, say sorry they were unhappy, and invite them to call or email so we can sort it out. Do not offer money or discounts.
Do not include any personal details about the customer.
Sign off with: [Your first name], [Business name]

Review:
[paste review here]

✓ Check before you send

  • No customer personal details: no address, no surname, no specifics of their home.
  • For bad reviews, it stays calm and takes the conversation offline. Never post something you wrote while annoyed.
  • It sounds like a person, not a robot. Change a few words if it reads stiff.

UK notes extra

  • Don't offer discounts or gifts in exchange for reviews, and don't post or buy fake ones. Fake and concealed-incentive reviews are banned under UK consumer law. CMA fake reviews guidance.
  • Keep personal information out of public replies to stay on the right side of UK GDPR. ICO advice for small businesses.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 3 of 5ChatGPTGeminiCopilot

Chase a late invoice politely (without the awkwardness)

Most late payers just need a clear, polite nudge. AI helps you write firm-but-friendly messages quickly.

Time: About 3 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini or Copilot)

Steps

  1. Note the invoice number, amount, date it was due, and how they can pay. Leave out the customer's full name and address.
  2. Paste the prompt below into your AI tool with those details and choose the stage: first reminder, second reminder or final reminder.
  3. Read it, adjust the tone to suit the customer, and send it by email or text.
  4. Keep a note of when you sent each reminder.

The exact prompt

Copy, paste, then fill in the [brackets]
Write a [first / second / final] payment reminder from a [UK] plumbing business to a customer.
Plain [British] English, polite and clear, under 100 words. Suitable for email or text message.
Include: invoice number [INV-000], amount [£000], original due date [date], how to pay [bank transfer details / payment link].
First reminder: assume they forgot. Second: a bit firmer, ask them to confirm a payment date. Final: firm and factual, say what happens next ONLY as: [what you will actually do next].
Do not threaten anything not listed. Do not mention interest or legal action unless I say so.

✓ Check before you send

  • The amount, invoice number and dates are right.
  • It only mentions next steps you will actually take.
  • The tone fits the customer. A regular customer may just need the first reminder.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 4 of 5WhatsApp BusinessChatGPT

Triage emergency leak and no-heat messages in seconds

When water is coming through a ceiling, customers need clear safety steps straight away, and you need the facts to decide whether to go now.

Time: 20 minutes to set upCost: free tools work

WhatsApp Business quick replies and away message (free), written once with a free AI chat tool

Steps

  1. Decide what counts as an emergency for you and your call-out rates.
  2. Run the prompt below to write the replies.
  3. In WhatsApp Business, go to Settings, then Business tools, then Quick replies, and save each one with a shortcut like /leak or /noheat.
  4. Set an away message for out-of-hours with your emergency policy.

The exact prompt

Copy, paste, then fill in the [brackets]
Write WhatsApp quick replies for a [UK] plumber, each under 80 words, calm and clear.
1. Leak: tell them how to turn off the stopcock (usually under the kitchen sink, but it can be elsewhere), switch off electrics near the water only if it's safe, and send a photo and their postcode. Our emergency call-out: [rate and hours].
2. No heating/hot water: ask for the boiler make/model, any fault code on the display, and whether other gas appliances work.
3. Smell of gas: tell them to call the National Gas Emergency number [0800 111 999 in Great Britain] straight away, not us first.
Sign off [name, business].

✓ Check before you send

  • The gas emergency number is right for your area. In Great Britain it's 0800 111 999.
  • Rates and hours are your real ones.
  • The safety steps are ones you're happy to give.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 5 of 5Google SheetsChatGPT

Turn boiler services into a reminder list that books itself

Annual boiler services and landlord gas safety checks are predictable repeat work. A simple reminder list keeps your diary full in the quiet months.

Time: 30 minutes once, then 5 minutes a monthCost: free tools work

Google Sheets (free) plus a free AI chat tool for formulas and message wording

Steps

  1. Make a sheet: customer first name, area, boiler make, last service date, landlord (Y/N), agreed to reminders (Y/N).
  2. Run the prompt below for formulas and two message templates.
  3. Each month, filter for services due in the next 6 weeks.
  4. Message only customers who agreed to reminders.

The exact prompt

Copy, paste, then fill in the [brackets]
I'm a [UK] plumber/heating engineer with a Google Sheet: A first name, B area, C boiler make, D last service date, E landlord (Y/N), F consented to reminders (Y/N).
1. Formulas: G next due (12 months after D), H days until due, I "DUE SOON" if under 42 days, "OVERDUE" if negative.
2. Two reminder messages under 60 words: one for homeowners (annual service), one for landlords (annual gas safety check due, ask them to arrange tenant access). Include [booking link/number].
3. How to colour column I with conditional formatting.

✓ Check before you send

  • Dates come from your records.
  • Only customers marked Y get messages.
  • Landlord messages don't imply you're responsible for their legal deadline.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑

Questions plumbers ask

Is it safe to put customer details into ChatGPT?

Keep it to what the job needs. Write "customer in Leeds, combi swap" rather than names, addresses and phone numbers, and add those yourself in your invoicing app afterwards. Check the tool's data settings too: most let you switch off using your chats for training.

Which AI tool is free?

ChatGPT, Google Gemini, Microsoft Copilot and Claude all have free plans that handle every job on this page. Free plans have usage limits that change over time, but for quotes, reviews and reminders you're unlikely to hit them.

Will customers know a quote was written with AI?

Not if you treat the AI draft as a first draft. Put in your own prices, cut anything that doesn't sound like you, and add one detail from the visit. You're responsible for every number and promise either way.

Can AI diagnose a boiler fault?

Don't rely on it. AI can explain what a fault code generally means, but it often gets make-specific details wrong. Use the manufacturer's manual and your own testing, and keep gas work to Gas Safe registered engineers.

Privacy tip: don't paste customers' full names, addresses or other personal details into AI tools unless you need to and you've checked the tool's privacy settings.