Write quotes from site visits with AI, for hvac companies

You sit in your truck after a call trying to turn scratch notes into a clean bid before your next stop. AI reads your messy field notes and price sheet, then drafts the quote for you to check.

What to gather first

Your current parts and labor price list
Notes or voice memos from the visit
One past quote you liked

Which app

For this one, a plain AI chat window is enough. Open the chat, paste what you gathered, and type the message below.

How to do it

Paste your standard pricing. Drop your labor rates and basic parts list into the chat. Tell AI to hold these rates for the quote. AI keeps them in memory for this job.
Add your visit notes. Paste the rough notes from your truck, including furnace model, duct size, and issues found. AI sorts the raw notes into equipment needed and work required.
Ask for the draft. Tell AI to draft the quote with parts, labor, and payment terms laid out plainly. AI writes a customer-ready breakdown using your price sheet.
Review and fix details. Read the parts list and hours against what you saw in the basement. Change any numbers that look off, then send it to the client yourself.

What to type first

Here are my notes from a site visit, my price list, and a past quote style I like. Draft a clear quote for this client with parts, labor hours, and our standard terms. Match the prices to my list. Do not send anything to the customer.

Change the words to match your business. AI follows what you say, so say what done looks like.

Before you trust it

Confirm the part numbers match the equipment you saw on site.
Check that the labor hours match the real work needed for the job.
Verify the final total matches your own math.

Paste photos of the equipment label next time to let AI pull the model numbers directly.

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