Guides › Small Business Admin
Turn rough job notes into a professional quote
Go from scribbled notes or a voice memo to a clear, itemised quote with scope, exclusions, timescales and payment terms.
When to use it
After every site visit or enquiry call
Step by step
Capture the job details
Straight after the visit, record a voice note or jot down what the customer wants, measurements, materials and anything tricky.
Draft the quote
Paste your notes (or the voice note transcript) into your AI assistant with this prompt.
Prompt to copyTurn my notes below into a professional quote for [customer first name] from [my business name]. Include: a short summary of the job, an itemised table (item, quantity, unit price, total) using ONLY the prices I give, subtotal, VAT at [rate, or 'not VAT registered'], total, what's included, what's NOT included, estimated start date and duration, how long the quote is valid ([30] days), and payment terms ([e.g. 25% deposit, balance on completion]). Friendly, clear tone. Mark any price I haven't given as [PRICE NEEDED]. My notes: [paste notes]Check the numbers
Add up the table yourself or paste it into a spreadsheet. AI can make arithmetic slips.
Put it on your letterhead
Paste the final text into your quote template in Word or Google Docs, save as PDF and send.
What you get
Quote Q-1042 for Mrs Ellis. Supply and fit 12 sq m oak-effect laminate in the lounge. Laminate 13 sq m @ £24 = £312; Underlay = £65; Labour 1.5 days = £330. Total £707 (not VAT registered). Not included: moving furniture, skirting replacement. Valid 30 days.
Tips
- Save your standard 'included / not included' wording and payment terms in a note so every quote is consistent.