Guides · Updated 2026-10-14
How to Write Quotes with AI: A Guide for Tradespeople
Quoting is where tradespeople lose evenings. You've done the site visit; now you need a clear, professional quote – and the customer is getting two others. Here's how to go from voice note to professional quote in under 10 minutes using free AI tools on your phone.
What you need (all free)
- ChatGPT, Google Gemini or Microsoft Copilot – free app on your phone.
- Email, SMS or WhatsApp Business: to send the quote and follow up.
- A free invoicing tool such as Zoho Invoice or Wave, or simply a Google Docs template.
The 5-step voice-to-quote workflow
Step 1: Record a voice note on site (2 min)
Walk through the job out loud: what's wrong, what you'll do, materials, estimated hours, access issues. Speak naturally. Example: "Water heater replacement, 40-gallon, in the attic, need new drip pan and shut-off valve, about four hours, two people, attic access is tight."
Step 2: Transcribe it (1 min)
Use the microphone in the ChatGPT or Gemini app, or your phone's keyboard dictation.
Step 3: Turn it into a quote (2 min)
Turn this job description into a professional quote for a homeowner in [area]. List line items for materials and labour, using these rates: labour [rate]/hour per person, call-out fee [amount]. Add: what's included, exclusions, a 30-day validity, [50%] deposit and payment terms, and a guarantee of [period] on workmanship. Description: [paste transcript].
Important: AI doesn't know current material prices in your area. Always replace prices with your supplier's actual costs.
Step 4: Check it (3 min)
Check quantities, prices, compliance items (for example permits, inspections or certificates your local building and electrical codes require) and your margin. You are responsible for the quote.
Step 5: Send it and follow up (2 min)
Paste into your invoicing tool or template, export to PDF and send it with a short message:
Write a short message sending a quote to [client] for [job]. Friendly, professional, invite questions and offer the earliest start date [date]. Max 50 words.
Follow-ups that win jobs
Most quotes are lost to silence, not price. Two days later:
Write a polite 2-day follow-up for quote [number] for [job]. Ask if they have any questions and mention we can start on [date]. Max 40 words.
Get paid faster
Write a firm but friendly reminder that invoice [number] for [amount] was due on [date]. Include a placeholder for banking details. Max 70 words.
A simple quote template
| Section | What to include |
|---|---|
| Header | Your business name, contact details, quote number, date |
| Client | Name and site address |
| Scope | Plain-English description of the job |
| Line items | Materials, labour, call-out, disposal, each priced |
| Totals | Subtotal, sales tax/VAT/GST (if registered), total |
| Terms | Validity, deposit, payment terms, guarantee |
| Exclusions | Anything not included (e.g. ceiling repairs, painting) |
Frequently asked questions
Can AI calculate my material prices?
No. AI tools don't have reliable, current local supplier prices. Use AI to structure and word the quote, and enter prices from your supplier yourself.
Which AI app is best for tradespeople?
Any of ChatGPT, Gemini or Copilot works. Pick the one with the voice input you find easiest. All have free versions.
Should I charge sales tax or VAT on my quotes?
It depends on your country, state and turnover. Many countries require VAT or GST registration above a turnover threshold, and US sales tax on services varies by state. Check with your accountant.
Can I do this from the job site?
Yes. Everything runs on your phone over mobile data, so you can quote before you leave the site.
Want a personalised AI plan for your trade? Take the free 2-minute quiz.
Get your free AI plan in 2 minutes
Answer 5 questions and get a personalised, copy-paste AI plan for your business.
Start the free quiz