Running the shop · Service managers, techs and owners

HVAC service truck stock list and weekly restock routine

A supply house run in the middle of a call costs you the rest of the afternoon. Too much dead stock on the truck ties up cash. This prompt builds a checklist from the repairs your techs actually run, with minimums and a weekly restock routine that someone can own.

What to get right

  • Start from your own repairs. Capacitors, contactors, igniters, flame sensors, condensate pumps: whatever your tickets show, not a generic list.
  • Set minimums, not maximums. The minimum is when you restock. It keeps the shelf honest.
  • Clear out dead stock. Parts that haven’t moved in months go back to the warehouse or the supplier.
  • Same day, same person. A weekly restock with a named owner beats “grab what you need.”

The prompt

This is the Build a parts and truck stock checklist workflow, word for word. Copy it, fill in the [brackets], and paste it into the AI tool your company uses.

Never paste: Employee pay, disciplinary records with full names, customer addresses and phone numbers, or medical/personal info about techs.
Create a truck stock checklist for a [HVAC / plumbing / electrical] service truck.
Common repairs: [list]
Current problems: [running out of X, too much dead stock]
Restock process: [weekly, warehouse, supply house]

Checklist by category with min quantities, plus a weekly restock routine.

Fill it in with the prompt builder → Open the full workflow Service Manager · saves 1 hr once

How to use it

  1. Pick the trade and list the repairs your techs run most.
  2. Note what you keep running out of and what’s collecting dust.
  3. Describe your restock process: warehouse, supply house, or both.
  4. Run the prompt and print the checklist for each truck.
  5. Check it against your tickets after a month and adjust the minimums.

Related workflows

Questions shops ask

What should be on an HVAC service truck?

The parts for your most common repairs (capacitors, contactors, igniters, fuses, filters and so on), plus fittings and consumables. Build the list from your own tickets.

How often should trucks be restocked?

Weekly works for most shops, with a quick top-up after big days. What matters is a set day and a named person.

Does this work for plumbing and electrical trucks?

Yes. Put your trade and common repairs in the prompt and it builds the categories for that trade.

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