How to Use AI to Write Contractor Quotes (Step-by-Step)

Writing quotes takes time. Most contractors estimate they spend 30–60 minutes per quote — which adds up to hours every week of unpaid work.

AI tools like ChatGPT can cut that time to under 5 minutes. Here's exactly how.

What You Need

- A free ChatGPT account (chat.openai.com) - Your phone's voice memo app - 5 minutes after a site visit

Step 1: Voice-Note the Job

Right after the site visit — in the van, before you drive off — open your phone's voice memo app and talk for 60 seconds. Don't overthink it. Just say what you saw and what needs doing.

Example: *"Right, so that's a full rewire on a 3-bed semi, probably 4 days work, need to look at the consumer unit as well, customer wants it done before end of the month, materials probably around £600..."*

Step 2: Get the Transcript

On iPhone, Voice Memos auto-transcribes. On Android, use the Google Recorder app. If transcription isn't available, just copy and paste your rough notes.

Step 3: Paste Into ChatGPT

Use this prompt:

*"I'm a [trade] contractor based in [area], UK. Turn my rough site visit notes into a professional quote email. Include: a brief description of the work, estimated time to complete, and a placeholder for the final price. Keep the tone friendly and professional. Sign off as: [your name], [business name]. Notes: [paste your notes here]"*

Step 4: Review and Send

ChatGPT produces a clean, professional quote email. Read it through, add the price, tweak anything that doesn't sound like you, and send.

How Much Time Does This Save?

- Old way: 30–45 minutes per quote - New way: 3–5 minutes per quote - At 5 quotes per week: 2–3 hours saved weekly

Tips to Make It Better

- Save your best output as a template for common job types - Run 2–3 variations and pick the best parts from each - Create a custom instruction in ChatGPT with your business name and trade so you don't type it every time

For more prompts like this, sign up to **The Wired Tradesman** — free weekly AI tips for UK tradespeople, every Thursday.