Quick answer
Can AI help me write quotes?
Whoever looked at and priced the job must OK the quantities, what's not included, the standards, the price, VAT, dates and terms.
The jargon
The words you'll come across, in plain English.
- AI: artificial intelligence: computer tools that can write, answer questions or make pictures from what you type.
- Prompt: what you type to tell an AI tool what you want.
- Scope: exactly what work is and isn't included in the job.
- Quote: a set price for the work described.
- Survey: your visit to look at the job before pricing it.
Your notes
What notes should I give it?
- What you saw
- What the customer asked for
- Labour and materials included
- What's not included
- Assumptions to confirm
- Price and when they pay
- How changes are handled
- Photos and proof
How to ask
How should I ask it?
Ask like this
Turn these notes into headings: what's included, what's not, and what the customer needs to do. Don't work out prices or add any work. Point out anything unclear.
Not like this
Write a complete quote for a boiler replacement.
An example
What does that look like?
Your notes say: replace damaged outside tap; existing stop tap works; customer to clear access; price doesn't include hidden pipe damage; fitting size to be confirmed. A careful request can put those under what's included, what the customer does, what's not included and what's assumed. It mustn't invent a guarantee, a material, a finish date or a price.
If the customer changes the job, note the change, the new price, the effect on timing, and that they agreed, the way you normally would.
Check it
How do I check what it wrote?
Check model numbers, units, quantities, regulations, guarantees, what the customer has to do, and the totals. Take out smooth wording that sounds certain when you still need to inspect something or get a specialist's view.
Before it goes out
What should I check before it goes out?
- Right customer, right address
- Facts and assumptions kept separate
- What's in and out is clear
- Products, quantities and units match
- Price, VAT and payment stages checked
- Dates only promised if you mean them
- Changes need agreeing in writing
- The right terms attached
Read the finished quote on its own. If a customer could misunderstand who supplies something, what making good includes, or what happens if you find hidden problems, make it clearer.
Keep it
What should I keep?
Keep the quote you sent, and any changes, in your normal system. The AI chat isn't your record.
Sources
Where this guide comes from.
Checked against these official pages on 27/10/2026. Next check due 27/01/2027. Things can change sooner, so check the official page before an important decision.
FAQs
Frequently asked questions.
Can AI price materials?
No. Use your merchant's live prices and your own markup.
Can it add up the total?
Use your quoting software or a calculator, and check it yourself.
Can it write technical specifications?
Only from information you trust, and checked by someone who knows.
Who's responsible for the quote?
You are.
Can it turn a voice note into a quote?
It can help write it out and sort it, but both can make mistakes. Check every point against your notes.
Can it remind me what I've left out?
It can suggest questions, but you decide what actually applies.
Got a question?
Send us a message and we'll point you in the right direction.
We're happy to help, even if it's not about a website.
