What You Need
- Otter.ai — free voice transcription, download at otter.ai
- ChatGPT — free AI writing, at chat.openai.com
- Your phone
- Your existing pricing/materials knowledge
Step-by-Step: 20-Minute Estimate Process
Step 1 (On site — 3 min): Record a voice memo on Otter.ai covering: customer name/address, squares, pitch, tear-off layers, materials (shingle type/color, felt, ice shield, ridge vent), flashings needed, access conditions, upsell opportunities.
Step 2 (Otter transcribes automatically — 2 min wait): Open Otter.ai, copy the transcript.
Step 3 (10 min): Paste transcript into ChatGPT with the master prompt below. Review the draft. Fill in your actual prices.
Step 4 (5 min): Add a cover letter using the second prompt. Attach both to your estimate document. Send.
The Master Estimating Prompt
I just did a roofing site visit. Here are my notes: [PASTE TRANSCRIPT]
Write a professional roofing estimate document including:
1. Customer name and address
2. Scope of work (detailed, plain language)
3. Materials list with placeholder prices (I'll fill in actual costs)
4. Project timeline
5. Payment terms (leave blank)
6. Professional closing paragraph
Format it cleanly for a homeowner to read and sign.
The Cover Letter Prompt
"Write a brief, warm cover letter for a roof replacement estimate to [NAME] for approximately $[AMOUNT]. Thank them for the opportunity, recap what we discussed during the site visit, express confidence in our crew and materials. Under 150 words."
What the Estimate Should Include
- Scope of work (tear-off, number of squares, materials list)
- Specific materials (shingle brand/line, felt type, ice/water shield coverage)
- Flashings addressed (chimney, skylights, valleys, walls)
- Cleanup and disposal
- Permit (if required)
- Warranty terms (manufacturer + workmanship)
- Payment schedule
- Start date and duration estimate
The Follow-Up After Sending
Send same day. Then follow up at Day 3 and Day 7 if no response:
"Write a Day-3 follow-up text to [NAME] who received a $[AMOUNT] roofing estimate 3 days ago. Mention storm season and schedule availability. Friendly, under 60 words."
Get the Complete Estimating System — $97
The AI Estimating Workflow has 10 prompts, the 3-touch follow-up sequence, objection handling scripts, and the full voice → estimate system.
Get the Estimating Workflow — $97