The Core Workflow
Most contractors spend 2–4 hours writing estimates. This workflow cuts that to 20–30 minutes using two free tools:
- Otter.ai — free voice transcription app (free at otter.ai)
- ChatGPT — free AI writing tool (free at chat.openai.com)
Step 1: Record Your Site Visit
Right after (or during) the site visit, open Otter.ai on your phone and record a 2–3 minute voice memo. Cover:
- Customer name and address
- Scope of work (what needs to be done)
- Materials (type, quantity, specs)
- Conditions (access, complexity, anything unusual)
- Any upsell opportunities you noticed
Otter.ai transcribes it automatically. Takes about 2 minutes.
Step 2: Generate the Estimate Draft
Paste the transcript into ChatGPT with this prompt:
I just did a site visit. Here are my notes: [PASTE TRANSCRIPT]
Based on these notes, write a professional estimate document including:
1. Customer name and address
2. Scope of work (detailed, plain language)
3. Materials list with placeholder prices
4. Timeline estimate
5. Payment terms (leave blank)
6. Professional closing paragraph
Format it cleanly for a homeowner.
Step 3: Review and Send
Review the AI draft. Fill in your actual numbers. Add your company header. Send.
Total time after the site visit: 20–30 minutes.
The Follow-Up Sequence
Most contractors send an estimate and wait. The ones who close more use a 3-touch follow-up:
- Day 1 — Confirm estimate sent (2 sentences)
- Day 3 — Friendly check-in (under 60 words)
- Day 7 — Final touch, leave the door open
Get the Full Estimating Workflow — $97
10 prompts, 3-touch follow-up sequence, objection-handling scripts, and the complete voice→estimate system.
Get the Workflow