Tutorial 1 · 10 minute read · Works with ChatGPT, Claude or Gemini (free plans)

Write a clear quote from a messy job note

You've done the site visit, scribbled some notes (or mumbled a voice memo in the ute), and now it's 8pm and you need to turn that into something you can send. Here's how to get a tidy, professional quote out of AI in about ten minutes — while you stay in control of the prices.

What you'll need

Your job notes — typed, handwritten (take a photo), or a voice memo transcript
Your prices: labour rate, materials and any fixed fees
A free AI assistant: ChatGPT, Claude or Gemini
Your usual quoting tool (e.g. Xero) for sending the final version

Step 1: Get your notes into one place

Copy your notes into a text message to yourself or a notes app. Don't tidy them up — that's the AI's job. Include measurements, materials, your prices and anything unusual about access. If your notes are on paper, most AI apps will read a photo of them.

Here's a real-world example of messy notes:

mrs j - 14 kowhai st. hwc leaking from TPR valve, cylinder ~18yrs old 180L mains pressure. recommend replace. new 180L rheem? $1650 supply. labour 4hr @ $95. new valves + tray $280. disposal $60. needs electrician to reconnect - their cost. access ok via garage

Step 2: Remove anything private

Before pasting, swap the customer's full name and address for something general (like "Mrs J, Kowhai St"). AI tools don't need personal details to write a good quote, and it's a good habit under the Privacy Act.

Step 3: Paste this prompt

Open your AI app, start a new chat and paste the prompt below. Fill in the bits in square brackets, then paste your notes at the bottom.

You are helping a [plumber/builder/electrician] in [town, NZ/AU] write a quote for a residential customer.

Turn my job notes below into a clear, professional quote with:
1. A short friendly intro (2 sentences, NZ English, no fluff)
2. Scope of work as bullet points
3. A table of line items: description, quantity, unit price, total
4. What's included and what's NOT included
5. Assumptions and how long the quote is valid (30 days)
6. A one-line next step for the customer

Use only the prices I give you. If something is missing, list it under "Questions to check" instead of guessing.

My notes:
[paste your notes here]

The key line is "Use only the prices I give you." That stops the AI from inventing numbers.

Step 4: Check every number

AI is good with words and occasionally bad at maths. Go through the line items and totals yourself:

Do the quantities × unit prices add up?
Is GST shown the way you normally show it (GST-inclusive or exclusive)?
Has it added anything you didn't mention? Delete it.
Check the "Questions to check" list — these are gaps in your notes.

Step 5: Make it sound like you

If it reads too formal, reply with: "Make it shorter and more casual, like a friendly local tradie would write." You can also ask it to add your standard terms, warranty info or payment details.

Step 6: Send it from your usual system

Copy the scope, inclusions and exclusions into your quoting or accounting software (Xero, MYOB, Tradify, Fergus, etc.) and add the line items there so it flows through to the invoice. Send as normal.

Step 7: Save your prompt for next time

Save the prompt in your notes app with your trade and town already filled in. Next time it's a 2-minute job: paste prompt, paste notes, check, send.

Common mistakes to avoid

Letting AI set prices. It doesn't know your costs or local rates.
Skipping exclusions. Clear exclusions (like "electrical reconnection by others") prevent disputes later.
Pasting full customer details. Keep it general.
Not reading it before sending. Your name is on it.

Next steps

Once quoting is sorted, set up an automatic quote follow-up so you never forget to chase. Before you send any AI draft, run the 2-minute check. Or see the full guide to AI for quoting.