Can AI write a quote for a trade job? What to check

Start with the message the customer sent

A customer texts a plumber: “Our kitchen tap is leaking. Can you replace it next week?” They attach a photo.

There is enough to start a conversation, but not enough to price the work. Is the customer buying the new tap, or should the plumber supply it? Does the photo show everything the plumber needs to know?

AI can help pull the details into one place and suggest questions to ask. It should mark what is missing instead of quietly filling in the gaps.

For this enquiry, the draft might say:

• Confirmed: kitchen tap replacement requested; customer prefers next week.
• Need to ask: who is supplying the new tap; is a particular model required?
• Still to check: whether the job can be priced from the photo or needs a visit.

That gives the office a useful next step without promising a price or date too soon.

Give it your prices and quote rules

Once the customer answers, the business can decide what work is included. The quote should use the business’s current call-out charge, labour rate, parts prices, travel rules and payment terms.

Those details need to come from a source the business trusts, such as its current price list or approved quote template. Old quotes can help explain how the business writes, but their prices may no longer be right.

The Australian Government’s guide to preparing quotes recommends a clear work description, itemised and total costs, applicable GST, terms and dates. Use it to check your template.

Turn the confirmed details into a draft

Now AI can prepare the first version: describe the tap replacement, list the agreed parts and labour, and use the business’s normal terms. If a cost or detail is still unknown, leave it for the team to resolve.

Before sending, the person responsible checks the draft against the customer’s message and the approved prices. They confirm the work included, total, dates and anything the quote leaves out. The person sending the quote should be able to see what still needs an answer.

For a first trial, keep approval and sending with your team. The Australian Government advises businesses to test AI tools, check their outputs and understand how they use and store information. See its AI guidance for businesses.

Try the process on one familiar job

Choose a type of work you quote often. Use a few enquiries that show the usual variations: clear details, missing information and a customer changing their mind.

Give AI one simple instruction to start:

From this enquiry, list what is confirmed and what needs asking. Do not guess the work, price, availability or terms. Prepare a quote draft only from our approved prices and template, and mark anything I need to check.

Compare the draft with the quote your team would normally prepare. Count the time spent checking and correcting it too. If the team still has to rewrite most of it, the next improvement may be a clearer enquiry form, a better quote template or easier access to current prices.

Common questions about AI quoting

Can AI decide what to charge?

It can use prices and rules your business has approved. Your team still decides the work, margin and any exception. If a price or job detail is missing, the draft should make that clear.

Should AI send quotes automatically?

Start with a draft for a person to check. Consider automatic sending only after you have tested the process on the kinds of enquiries you receive and can see when something needs attention.