Step 1: Set privacy settings
In your AI tool’s settings, review whether your chats are used to train models, and turn that off if you prefer. Never paste customer names, addresses, phone numbers, or payment info. Use “Customer A” and the city instead.
Step 2: Save your company context
Most AI tools let you save standing instructions (“custom instructions,” “projects,” or “gems”). Paste this once:
You help [Company], a [trade] contractor in [region], write customer quotes.
Tone: friendly, plain English, confident, no jargon without a short explanation.
Rules:
- Never invent prices, quantities, model numbers, code requirements, rebates, or warranty terms. Only use what I provide. If something is missing, ask me.
- Format: 1) Summary of the problem (2-3 sentences) 2) Recommended scope of work (bullets) 3) Options (Good/Better/Best if I give them) 4) What's not included 5) Next step.
- Keep each option under 120 words.Step 3: Paste job notes and line items
Tech notes: 15 yr old 3-ton AC, R-22, compressor hard-starting, capacitor bulging, customer wants to know repair vs replace.
Line items (my prices):
Option 1: replace capacitor + hard start kit — $[your price]
Option 2: replace condenser + coil, R-410A/R-454B system as I specify — $[your price]
Option 3: full system replacement, [model], [efficiency] — $[your price]
Write the quote.Step 4: Generate scope and options
Ask follow-ups like:
- “Make it shorter and easier to read on a phone.”
- “Add a one-sentence explanation of why the capacitor matters.”
- “Write a 2-sentence text message to send with the quote.”
Step 5: Check every fact and number
Read the whole thing. Confirm that prices, model numbers, refrigerant type, permits, and warranty terms match what you actually offer and what applies locally. AI can state things that sound right and aren’t.
Step 6: Paste into your quoting tool
Paste the text into the quote description in Jobber, Housecall Pro, ServiceTitan, or your template. Save your best AI-assisted descriptions as reusable templates, which cuts the time down further. affiliate link placeholder
Prompt pack
- Repair vs. replace explainer: “Write a neutral 150-word explanation of repair vs. replace for this system, using only the facts I gave you.”
- Follow-up text: see our estimate follow-up guide.
- Translate: “Translate this quote into Spanish, keeping the prices and model numbers exactly the same.” Have a fluent speaker spot-check it.
Want the scripts ready to paste?
Get the Missed-Call Text-Back Script Pack free: 12 copy-paste texts for business hours, after-hours, emergencies, and follow-ups, plus a setup checklist. You'll also get one AI build for your shop each week.
- Ready to paste into Jobber, Housecall Pro, ServiceTitan, or your phone system
- Written to respect texting opt-out rules
- Free. Unsubscribe in one click.
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FAQ
Can ChatGPT price jobs for me?
Don't rely on it for prices. It doesn't know your costs, local labor rates, or supplier pricing, and it can produce confident wrong numbers. Use your own price book.
Is it safe to paste customer info into ChatGPT?
Avoid it. Leave out names, addresses, and phone numbers, and review your tool's data and training settings. Business plans of AI tools usually offer stronger data controls.
Will customers mind an AI-written quote?
What customers see is a clearer quote. You're responsible for every word, so review it before sending.
Sources
Checked 2026-10-14. Vendor pricing and terms change, so confirm on the vendor's page before you buy.
- OpenAI: Data controls FAQ
- Jobber pricing (quoting features by plan)
- Housecall Pro pricing (estimates features by plan)
Links marked "affiliate link placeholder" may become affiliate links. See our affiliate disclosure. General information, not legal or tax advice.