Writing a good estimate takes time. It has to be detailed enough to protect you legally, professional enough to win the job, and clear enough for the homeowner to understand what they're paying for.
AI handles the writing. You handle the numbers. Here's the template.
The 3-Step Process
- Record a voice memo after your site visit — 2–3 minutes covering scope, materials, conditions, anything unusual.
- Paste the transcript (Otter.ai transcribes automatically) into ChatGPT with the prompt below.
- Review, fill in your numbers, send.
The Master Estimate Prompt
I just did a contractor site visit. Here are my notes:
[PASTE YOUR VOICE MEMO TRANSCRIPT OR TYPED NOTES]
Write a professional estimate document including:
1. Customer name and address
2. Scope of work (detailed, plain English a homeowner can understand)
3. Materials list with blank price column
4. Project timeline
5. Payment terms (leave blank for me to fill)
6. Brief professional closing paragraph
Format it cleanly. This will be sent directly to the customer.
Add a Cover Letter (60 More Seconds)
"Write a brief, professional cover letter for an estimate going to [NAME] at [ADDRESS] for $[AMOUNT] covering [SCOPE]. Thank them, recap what we discussed, set the next step. Under 150 words."
Why Same-Day Estimates Win
The homeowner called 2–3 contractors. The first to send a professional estimate is already ahead. Most contractors wait 48–72 hours.
This workflow enables same-day estimates without sacrificing quality.
Get the Full AI Estimating System — $97
10 estimating prompts, a 3-touch follow-up sequence, objection handling scripts, and the complete voice→estimate workflow guide.
Get the Estimating Workflow — $97