Why it helps
Plenty of arguments over a final bill start with the word "quote". In New Zealand a quote is generally a fixed price once it's accepted, and an estimate is your best guess, which Consumer Protection says should generally land within 10 to 15% of the final price. Customers don't always know the difference, and some jobs honestly can't be priced until you open up a wall or dig a hole.
AI can help you write one plain-English paragraph that says which one you're giving, what's included, and what would change the price. Put it on every quote or estimate and you'll field fewer "but you said..." calls.
The prompt
Copy it, swap the bits in [square brackets], and paste it into ChatGPT, Claude, Gemini or Copilot.
I'm a [trade or service] in [town], New Zealand. Help me write a short note to put on my [quotes / estimates / both]. - Say clearly whether the price is a fixed quote or an estimate (my best guess). - For estimates: say the final price could be higher or lower and why, in plain words. - List what would count as a change to the job (a variation) and say I'll check with the customer in writing before doing extra work. - Say whether prices include GST: [yes / no]. - Mention how long the price is valid: [number] days. - Friendly and plain, NZ English, under 120 words. - Don't promise anything I haven't told you and don't quote any laws. My usual situation: [describe the kind of jobs and what usually makes prices change]
Then keep chatting
Make a two-line version for a text message.
Write a version for a job where I can't see the problem until I start.
Turn it into three short bullet points.
Step by step
- Decide what you're giving on most jobs: a fixed quote, an estimate, or a mix.
- Fill in the prompt with what usually changes your prices, like hidden rot, extra materials or access.
- Read the draft and check it matches how you actually work and your terms of trade.
- Save it in your quoting app or email template so it goes on every quote or estimate.
Worked example
Example details are made up. Your results will vary, so always read and check before you use them.
Watch out for
- Accuracy: check the wording against Consumer Protection's guide to quotes and estimates at consumerprotection.govt.nz, and the Commerce Commission's guidance for businesses at comcom.govt.nz. If you charge to prepare a quote, you must say so beforehand.
- Your terms of trade win: make sure this note doesn't contradict your written terms or contract. If in doubt, ask whoever wrote your terms.
- Privacy: you don't need any customer details for this prompt.
Go further
Pair this note with your quote template from the tradie quote emails use case, so every quote goes out with the same clear wording. When a job does change halfway, use the price increase notice use case to write the update.
