Guide
AI agent for quotes and proposals
Updated · by Rosh Perera
Slow quotes lose jobs. The customer asks three businesses, and the first clear quote often gets the first serious conversation. An AI agent can turn your notes, photos or a discovery call into a draft quote or proposal using your own price list and templates, then follow up on quotes that haven't been answered. It drafts and you price. The agent never invents a number, discount or promise. Time figures here are estimates, not measurements.
What to hand to an agent first
Draft from your price list
Give the agent your price sheet, standard line items and terms. It turns the job notes into a draft quote with every line taken from your sheet, and marks anything it can't price 'needs you'.
Proposal first draft
For service work, it turns call notes into a proposal: the problem in the client's words, scope, what's not included, timeline, price options and next step.
Send through your quoting tool
Most quoting and billing tools track a quote from draft to sent to accepted. In Stripe, for example, an accepted quote generates the invoice or subscription (Stripe Docs).
E-signature
If you collect signatures, use your tool's built-in e-signature. Google Docs eSignature, on eligible plans, sends signers an automatic reminder every 3 days for up to 9 days (Google Docs Editors Help).
Follow up on open quotes
A few days after sending, it drafts a short check-in that answers the likely question (timing, options, what's included) instead of just saying 'any update?'
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Ready-made use cases
- 01Quotes from customer photos
Customers text photos; the agent drafts a quote range from your price list for you to confirm.
~4h/week · estimate - 02Turn discovery calls into proposals
After a call, the agent turns notes or the transcript into a scoped proposal with pricing tiers.
~4h/week · estimate - 03Never miss a lead follow-up
The agent checks your CRM or inbox for leads that went quiet and drafts the next follow-up.
~4h/week · estimate - 04Invoice chaser, with your OK on every reminder
Every Monday the agent lists unpaid invoices and drafts polite, escalating reminders. You approve each one before it sends. Sending friendly first reminders without review is an optional upgrade.
~2h/week · estimate - 05Missed-call text-back that books the job
Every missed call gets a short text drafted for you to approve, asking what they need and offering a booking link. Instant sending is an optional upgrade later.
~6h/week · estimate
Example: Grok Bot setup
Grok Bot routine: Quotes from customer photos Schedule: On new photo request When a customer sends photos of a job, describe the likely work, match it to my price list and draft a quote range with what's included. Send it to me to approve before the customer sees it. Rules: draft first, never send or post anything external without my approval. Keep summaries short.
Grok Bot, ChatGPT, Claude and n8n versions: all templates
Setup steps
- Put your price sheet, standard line items and terms in one document the agent can read.
- Give it one real job's notes and have it draft a quote that marks anything it can't price as 'needs you'.
- Check every line and the total, then send it from your own quoting or billing tool.
- Use your tool's e-signature and its tracking of which quotes are sent and accepted.
- Have it draft a helpful follow-up a few days after each unanswered quote, and approve it before it goes out.
Keep these human
- Every price comes from your own sheet. The agent marks gaps for you instead of guessing.
- You approve every quote and proposal before it's sent. Discounts, guarantees and deadlines are yours to offer.
- If you sell at the customer's home in the US, the FTC Cooling-Off Rule can apply to sales of $25 or more, with a three-business-day cancellation notice (16 CFR Part 429). Check whether it covers your work.
- Keep quote terms clear: what's included, what isn't and how long the price is valid.
- Start in draft mode: the agent prepares, you approve, then you loosen the leash routine by routine.
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Built by Rosh Perera, who has set up AI automations for more than 40 businesses over about 3 years.
FAQ
Where should I start?
Draft from your price list: Give the agent your price sheet, standard line items and terms. It turns the job notes into a draft quote with every line taken from your sheet, and marks anything it can't price 'needs you'. Proposal first draft: For service work, it turns call notes into a proposal: the problem in the client's words, scope, what's not included, timeline, price options and next step. Send through your quoting tool: Most quoting and billing tools track a quote from draft to sent to accepted. In Stripe, for example, an accepted quote generates the invoice or subscription (Stripe Docs).
What should stay human?
Every price comes from your own sheet. The agent marks gaps for you instead of guessing. You approve every quote and proposal before it's sent. Discounts, guarantees and deadlines are yours to offer. If you sell at the customer's home in the US, the FTC Cooling-Off Rule can apply to sales of $25 or more, with a three-business-day cancellation notice (16 CFR Part 429). Check whether it covers your work. Keep quote terms clear: what's included, what isn't and how long the price is valid. Start in draft mode: the agent prepares, you approve, then you loosen the leash routine by routine.
Is there a ready-made template?
Yes. Start with "Quotes from customer photos": copy-ready Grok Bot, ChatGPT, Claude and n8n templates are at https://whatshouldmybotdo.com/use-cases/quote-from-photos#templates.