Quote and Estimate Builder

AI prompts for quotes and invoices

Paste these into the AI tool your company allows, then fill in the brackets. Leave out customer names and real prices, and check every line before it goes out.

Write a clear scope of work

Use it: before you send a quote, so the customer knows exactly what they're paying for.

Turn my notes into a scope of work for a quote. Use short numbered lines, one task per line, in plain words a homeowner or GC would understand.
Say what we will do, where, and with what material. Don't add any work, sizes, brands, or quantities I didn't give you. Put [CHECK] next to anything unclear.
Leave all prices out.

My notes: [paste your notes, use "the customer" instead of names]

List exclusions and assumptions

Use it: to head off the "I thought that was included" fight later.

Here is the scope of work for a job. List the things a customer might expect that are NOT in this scope, as short "Not included:" lines.
Then list the assumptions this price depends on, like access, working hours, site conditions, and who supplies what.
Keep each line under 15 words. Only use what fits this kind of work. Don't make up legal terms.

Scope: [paste scope]
Type of work: [trade and job type]

Write the quote email

Use it: when the quote is ready and you need a short note to go with it.

Write a short, friendly email to send with a quote. Under 100 words.
Say what the quote covers in one line, how long the price is good for, and the next step to accept it. End with a question that invites a reply.
Don't add prices, dates, or promises I didn't give you.

Job: [one line about the job]
Valid until: [date]
How to accept: [sign and send back / reply to this email]

Price and explain a change order

Use it: when the customer asks for extra work or something on site changes.

Help me write a change order. Lay it out as: what changed and why, the added or removed work as line items, any schedule impact, and a line for the customer to approve.
Use [PRICE] placeholders for every dollar amount. I will fill in the numbers myself.
Plain words, no blame, under 150 words. Put [CHECK] next to anything I didn't make clear.

What changed: [describe the change]
Who asked for it: [customer / GC / found on site]
Extra time needed: [days or "none"]

Friendly payment reminder

Use it: a few days after an invoice is due and nobody has paid.

Write a polite payment reminder email for an invoice that is past due. Under 90 words.
Friendly and direct, no threats. Mention the invoice number, the amount due, the due date, and how to pay. Offer to answer questions or resend the invoice.

Invoice number: [number]
Amount due: [amount]
Due date: [date]
How to pay: [check / transfer / card link]

Second notice on a late invoice

Use it: when the first reminder didn't get a reply.

Write a firm but respectful second notice for a past due invoice. Under 120 words.
Say this is a follow-up to the earlier reminder, restate the invoice number, amount, and original due date, and ask for payment or a call by a set date.
Only mention a late fee if I give you one below. Don't add legal threats or terms I didn't give you.

Invoice number: [number]
Amount due: [amount]
Original due date: [date]
Pay or call by: [date]
Late fee from my terms, if any: [fee or "none"]