Write a quote from your site notes
"I've just left a job, I'm in the van, and I need a proper quote to the customer tonight, not at 10pm after tea."
Last checked: 16 October 2026
Short answer
Our pick: ChatGPT. Free plan is enough to start. Dictate your site notes into the phone app and get an itemised quote with the VAT worked out.
Best free option: ChatGPT's free plan (same tool as our pick; usage limits may apply).
Time to first quote: about 10 minutes.
Copy this prompt
Turn my notes below into a clear quote for [customer name, address] from [business name]. List each item with a short description, quantity, unit price (ex VAT) and line total. Label the price column "Unit price (ex VAT)". Show subtotal, VAT at 20% (only if I'm VAT-registered: my VAT number is [number], show it on the quote) and total. Payment terms [14] days. Quote valid for 30 days. British English, £ only. Flag anything I've missed (e.g. certificates, Building Regs notification, making good). Notes: [paste or dictate]
UK note: not VAT-registered? Delete the VAT line. If you are registered, your invoices must show your VAT number and show the VAT separately (GOV.UK: https://www.gov.uk/vat-record-keeping/vat-invoices, checked 16 Oct 2026, re-checked 05:40 BST). A quote isn't a VAT invoice: once the job's done, send a proper VAT invoice. Don't paste customers' bank details into the chat.
Worked example result (dummy data)
Real output from ChatGPT (free, logged out), run 16 Oct 2026
Dave, a VAT-registered sole-trader plumber in Leeds, dictates: "Replace combi boiler, Mrs Patel, 14 Elm Rd. Boiler £1,150, flue kit £95, magnetic filter £120, 1.5 days labour at £320/day, disposal £40." (Run with business name "Dave's Plumbing" and dummy VAT number GB000000000.)
DAVE'S PLUMBING QUOTATION Quote reference: DP-001 · Date: 16 October 2026 · Valid until: 15 November 2026 Prepared for: Mrs Patel · Property address: 14 Elm Rd, Leeds
| Item | Description | Qty | Unit price | Line total |
|---|---|---|---|---|
| 1 | Combi boiler supply | 1 | £1,150.00 | £1,150.00 |
| 2 | Boiler flue kit | 1 | £95.00 | £95.00 |
| 3 | Magnetic system filter | 1 | £120.00 | £120.00 |
| 4 | Installation labour | 1.5 days | £320.00/day | £480.00 |
| 5 | Removal and disposal of existing boiler | 1 | £40.00 | £40.00 |
| Subtotal (excluding VAT) | £1,885.00 | |||
| VAT at 20% | £377.00 | |||
| TOTAL INCLUDING VAT | £2,262.00 |
VAT registration number: GB000000000 […] Payment is due within 14 days of the invoice date. This quotation is valid for 30 days from the date of issue, expiring on 15 November 2026. […] Gas Safe registration: Confirm the installer is appropriately registered to undertake gas boiler work. Building Regulations and notification: Confirm the applicable requirements for boiler installation in England and whether notification through the relevant competent person scheme is included. Making good: Clarify whether repairing plaster, decorating, filling holes or altering existing pipework is included or excluded.
Trimmed ([…]); wording unchanged; table reformatted from the copied output. Added after the run: our prompt now asks for the price column to be labelled "Unit price (ex VAT)"; this run labelled it "Unit price". Full run log: research/runs/quotes-chatgpt-2026-10-16.md.
Your first 10 minutes
Get the app
Install "ChatGPT" by OpenAI from the App Store or Google Play.
You should see the app on your home screen.
Sign in
Tap Sign up for free to create an account with your email, Google or Apple (or Log in if you have one).
You should see an empty chat.
Tell it about your business once
Open your profile or the menu, then Settings, and look for the personalisation or custom instructions option. Add your business name, your VAT number (or "not VAT-registered"), your day rate and your standard terms.
Future quotes use these details.
Paste the prompt
Copy our prompt into the Ask ChatGPT message box in a new chat and fill in the [brackets].
Add your notes
Type them or use the microphone to dictate, then tap Send message.
You should see an itemised quote with subtotal, VAT and total.
Check every number (never skip this)
AI can get sums wrong. Check each line (quantity × price), then the subtotal, the VAT and the total. Fix it by replying, e.g. "change labour to 2 days".
Send it
Paste the quote into your email, invoicing app or a document template and send it as a PDF.
Button labels checked on chatgpt.com on 16 Oct 2026; the app may differ slightly.
What you'll get / limits
A tidy, itemised quote in about 10 minutes, with a reminder of anything you've forgotten. ChatGPT doesn't know your material costs or local rates: the prices come from you.
Cost
Free plan: £0. ChatGPT Go £6.99/month; Plus £19.99/month (UK App Store in-app prices; web prices may differ). Checked 16 Oct 2026: https://apps.apple.com/gb/app/chatgpt/id6448311069. You don't need a paid plan for this.
Compare
| Tool | Price (checked 16 Oct 2026) |
|---|---|
| Claude | Free plan; Pro £20/month or £199.99/year (UK in-app; web may differ). https://apps.apple.com/gb/app/claude-by-anthropic/id6473753684 |
| Microsoft Copilot | Free app; Microsoft 365 Copilot (business) from £13.80/user/month billed yearly, or £19.32 billed monthly. https://www.microsoft.com/en-gb/microsoft-365/copilot/business |
| Xero (quotes and invoices built in) | Grow £39, Comprehensive £55, Ultimate £70 a month (ex VAT). https://www.xero.com/uk/pricing-plans/ |
| QuickBooks Online | Sole Trader Plus £10, Simple Start £16, Essentials £38, Plus £56, Advanced £123 a month (intro offers often available). https://quickbooks.intuit.com/uk/pricing/ |
What to do next
- Next: reply to a customer enquiry → /use-cases/customer-emails
- Get the free starter kit (15 prompts like this one) → /starter-kit
Frequently asked questions
Quote or estimate?
Citizens Advice calls a quote "a promise to do work at an agreed price"; an estimate is a rough guess and isn't binding, but the final bill should be "reasonable" (https://www.citizensadvice.org.uk/consumer/getting-home-improvements-done/problem-with-home-improvements/, checked 16 Oct 2026, re-checked 05:40 BST).
Do I have to charge VAT?
Only if you're VAT-registered. You must register once taxable turnover goes over £90,000 in the last 12 months, or is expected to in the next 30 days (https://www.gov.uk/vat-registration/when-to-register, checked 16 Oct 2026, re-checked 05:40 BST).
Can it do invoices?
Yes: use the same prompt, change "quote" to "invoice", and add the invoice number and date. For proper records and Making Tax Digital, use accounting software.
Is it safe?
A customer's name and address on a quote is normal. Never paste bank details, and check that your privacy notice covers it.
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