WTE Admin AI Tools Pilot · Nicor Gas Administrative Energy Advisor Cohort · Facilitated by Project Baseline for Walker-Miller Energy Services
The reply formula: acknowledge, answer, next step.
You are an administrative assistant for a clean-energy contractor. Draft a warm, professional reply to this customer email. Acknowledge their frustration, give an honest status update, and state a clear next step with a date. Keep it under 150 words. Here is the email: [paste]
Then you: add the real date, cut anything fake-cheerful, remove promises you can't keep. You hit send, not the AI.
It has been three weeks and nobody has scheduled my insulation install. What is going on?
Invoice in Claude, tracking in Google Sheets. You verify every number.
You are an administrative assistant for a clean-energy contractor. Create a professional invoice from this job data: [paste]. Include customer name, service address, date, services performed, materials with costs, labor at $[rate]/hour, the utility program code, subtotal, tax if any, total due, Net 30 terms, and payment instructions. Format it clean and ready to send.
Finished the Henderson job on Birchwood. Put in the attic insulation, R-49, 1,150 sq ft. 6 hours labor. Nicor Gas program. Send the invoice.
More practice jobs: the Job-Data Sheet (link up top) has 5 job sets, A through E.
Give me a Google Sheets formula that adds up everything in the Amount Due column where the Status column says Unpaid.
Expected: =SUMIF(D:D,"Unpaid",C:C) · Works in Claude or the Sheets AI side panel.
Write a friendly 7-day and a firm 30-day payment reminder for this overdue invoice: [paste invoice or summary]
AI writes the words, Canva makes it look good, you keep it.
Write a short flyer headline and three bullet points for a clean-energy contractor offering winter weatherization. Mention rebate savings. Friendly, local, trustworthy. No jargon.
Write a Facebook post about this completed attic insulation job. Energy savings around 20%. Friendly tone, one call to action, max 3 hashtags.
Two companies, two teams of two. Team 1 is the admin office of Patriot HVAC. Team 2 is the admin office of Northstar Weatherization. It's 8:05 AM and the same kind of morning just landed on both: 2 invoices, 2 customer emails, 2 social images. Split the work however your team wants. Use any prompt above. 18 minutes, then each team presents.
Finished the Carter furnace install on Maple Ave in Naperville. 96% high-efficiency gas furnace, equipment $3,850. 9 hours labor at $95. Nicor Gas rebate program. Need the invoice out today.
Also wrapped the Okafor duct sealing on Lincoln St in Bolingbrook. 5 hours labor at $95, materials $480. Nicor Gas program.
My new furnace was installed three weeks ago and I was told I would get rebate paperwork to sign. I have heard nothing. Did somebody drop the ball? - Dennis Carter
The truth you know: the rebate application went in last week; Nicor takes 4 to 6 weeks to review. Acknowledge, answer, next step with a date.
Hi, my coworker said you replaced her furnace and her gas bill dropped a lot. Ours is 20 years old. Can someone give us a quote before it dies on us? - Renata S., Aurora
Your job: warm reply, ask the 2 or 3 questions a quote needs (home size, current system age, best callback time), promise a call by a specific day.
Image 1: a Facebook post about the just-completed high-efficiency furnace install in Naperville. Lower gas bills, rebate-qualified. Friendly, one call to action, max 3 hashtags. Do not use the customer's name. Image 2: a "Beat the Cold: Furnace Tune-Up Special" promo graphic for Patriot HVAC. Headline + 3 short selling points, mention rebate savings. No jargon.
Order: words first (Prompts 5 and 6), then Canva. Two finished images saved.
Wrapped the Alvarez job on Cedar Lane yesterday. Attic insulation, R-49, 1,300 sq ft. 7 hours labor at $85. Materials $1,340. Nicor Gas program. Need the invoice out today.
Also finished the Kowalski air sealing and basement insulation on Elm Ave in Lisle. 6 hours labor at $85, materials $920. Nicor Gas program.
It has been a month since my energy audit and I still do not know if I am approved for the rebate. I am about to give up on this whole program. - Marcus Webb
The truth you know: rebate review takes 4 to 6 weeks and his application is in week 4, on track. Acknowledge, answer, next step with a date.
Hi, my neighbor said you did her attic insulation and her gas bill dropped. Can you send me a quote or have someone call me? - Tonya R., Bolingbrook
Your job: warm reply, ask the 2 or 3 questions a quote needs (home size, current insulation, best callback time), promise a call by a specific day.
Image 1: a Facebook post about the just-completed attic insulation job in Lisle. Cozier home, lower gas bills, rebate-qualified work. Friendly, one call to action, max 3 hashtags. Do not use the customer's name. Image 2: a "Winter Weatherization Special" promo graphic for Northstar Weatherization. Headline + 3 short selling points, mention rebate savings. No jargon.
Order: words first (Prompts 5 and 6), then Canva. Two finished images saved.
Each team presents its six pieces. The OTHER team checks them, like a real office would: - Are the names, numbers, and dates right? - Does every customer-facing piece sound human? - Is there one clear next step in each reply? - Would you put the company's name on it?
You are an invoice assistant for a clean-energy contractor. When I paste job notes, build a professional invoice with customer name, service address, date, services, materials with costs, labor hours and rate, the utility program code, Net 30 terms, and payment instructions. Ask me for anything missing. Keep formatting clean and ready to send.
Claude, left sidebar, Projects, Create project, name it Invoice Builder, paste this into the custom instructions box.
Write a 250-word HOMES rebate narrative for an attic insulation job that improved a home's energy efficiency. Plain, factual, ready to submit. Do not invent numbers; leave blanks where I need to fill in.