Quoting and Estimating with AI

The most time-consuming part of being a tradie

Writing quotes. You do a site visit, take notes, then spend 20 minutes turning it into a professional quote. AI can draft it in 30 seconds. You just fill in the real numbers.

The quote prompt

"I'm a [trade] in [city]. I visited a customer's [house/building] in [suburb] today. The job is [description of work]. I estimate it will take [hours/days] with [number] workers at $[rate]/hour. Materials will be approximately $[amount]. Write a professional quote with line items for labour and materials, a note about GST, 30-day validity, and a friendly message encouraging them to get in touch with questions. I'll review and adjust the numbers."

Example: Electrician in Wellington

"I'm an electrician in Wellington. I visited a customer's 1990s house in Karori today. They want 6 LED downlights installed in their living room, replacing a single old fitting. I estimate 3 hours labour at $85/hr. Materials: 6 LED downlights at $35 each, wiring and mounting hardware estimated at $80. Write a professional quote with line items, GST note, 30-day validity. Friendly but professional tone."

What you get

ChatGPT gives you a structured quote with:

• Business name placeholder (fill in yours)
• Line items for labour and materials
• GST calculated
• Total amount
• Validity period
• Friendly closing message

What you need to do: Fill in your business name, contact details, and adjust any numbers that don't match your real costs. Takes 2 minutes instead of 20.

The quote follow-up

The quote you sent 2 weeks ago hasn't been answered. Don't just wait.

"I'm a [trade] in [city]. I sent a quote to [customer name] [time ago] for [job description] at $[amount]. They haven't responded. Write a friendly, short follow-up email (under 80 words) that checks if they have questions or if the timing has changed. Don't be pushy. Offer to come by if it would help."

The variation quote

The job changed mid-way through and you need to quote for extra work:

"I'm doing a [original job] for a customer. We discovered [new issue] that needs [extra work]. The original quote was $[amount]. The extra work will be approximately $[amount] for [materials] and [hours] labour at $[rate]/hr. Write a professional variation quote that explains what changed and why the extra work is needed. Keep it clear and honest — the customer needs to understand this isn't us trying to rip them off."

Tips for better quotes

• Always include a validity period — 30 days is standard. Materials prices change.
• Always note GST — "Prices include 15% GST" or "Plus GST" — be clear.
• Don't let AI set your prices — you know your real costs. AI estimates are often wrong.
• Save your prompt as a template — every quote after the first one takes 1 minute to generate.

What AI gets wrong with quotes

• Material prices — AI doesn't know current NZ supplier prices. Always fill in your own.
• Time estimates — AI might say "2 hours" for a job that takes you 4. You know your trade.
• Building code references — AI often confuses NZ and Australian building codes. Don't rely on it for compliance.
• Site-specific factors — AI doesn't know if access is difficult, if it's a two-storey house, etc. Include those details in your prompt.

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Key Takeaways

• Use AI to draft quotes in 30 seconds — you fill in real numbers
• Save your prompt as a template for every future quote
• Always include GST note and validity period
• Never let AI set your prices — it doesn't know your real costs
• Use follow-up prompts for quotes that haven't been answered in 2 weeks