Why it helps
Three quotes for the same job rarely line up. One includes GST, one doesn't. One includes delivery, another hides it in the fine print. One is valid for 14 days, another for 60. Working out which is actually cheaper, and what you're really getting, takes a while.
AI is good at pulling the same details out of each quote and lining them up in a table. It also spots the gaps, like a quote that never mentions disposal, and turns them into questions you can send back. You still make the call, and you check the table against the original quotes, because AI can misread a number or a scanned PDF.
The prompt
Copy it, swap the bits in [square brackets], and paste it into ChatGPT, Claude, Gemini or Copilot.
I'm comparing [number] quotes for [what the job or purchase is] for my [type of business] in New Zealand. Put them side by side so I can compare them fairly. - Make a table with one column per supplier. Rows: total price as quoted, whether it's incl or excl GST, price incl GST, what's included, what's excluded, extra costs mentioned (delivery, call-out, disposal, consents), timeframe, how long the quote is valid, payment terms and deposit, warranty or guarantee. - Use only what's written in the quotes. Don't guess or fill in anything. If a quote doesn't say, write "Not stated". - Where a price is excl GST, work out the incl GST figure at 15% and show your working, so I can check it. - After the table, list the main differences in plain English. - Then list 2 to 4 questions I should ask each supplier to fill the gaps. - Don't tell me which one to pick. Just make it easy to compare. - NZ English. Quote 1: [paste the quote text, or attach it] Quote 2: [paste or attach] Quote 3: [paste or attach]
Then keep chatting
Add a row for anything one quote includes that the others don't.
Write a short, polite email to [supplier] asking the questions you listed.
Assume I'll add the missing items to the cheaper quote. Roughly what would I need to find out to compare them properly?
Turn the table into a format I can paste into a spreadsheet.
Step by step
- Gather the quotes. Copy the text out of emails, or attach the PDFs if your AI tool allows file uploads (some free plans limit this).
- Before pasting, remove anything you don't need to share, like bank account numbers or your own address.
- Copy the prompt, fill in the [square brackets] and paste each quote under its own label.
- Check the table against each original quote, line by line. Pay extra attention to totals, GST and anything marked "Not stated" that you think is in there.
- Use the questions to go back to suppliers, then decide based on the full picture, not just the cheapest number.
Worked example
Example details are made up. Your results will vary, so always read and check before you use them.
Watch out for
- AI can misread numbers, especially from scanned or photographed quotes. Check every figure and the GST maths against the originals. And "Not stated" doesn't always mean excluded, so ask the supplier.
- Privacy: take out bank account numbers, signatures and anyone's personal phone numbers before pasting. Supplier business names are fine.
- If you're GST registered, you'll usually compare on the excl GST price, since you can claim the GST back. Check what applies to you at ird.govt.nz or with your accountant.
- For bigger jobs, read the terms and conditions yourself. Your rights under the Consumer Guarantees Act can differ when you're buying for a business. See consumerprotection.govt.nz.
Go further
Keep a simple checklist of the rows that matter for your business, and send it to suppliers when you ask for quotes. You'll get quotes that line up from the start. For anything with a contract attached, try the contract-in-plain-english use case before you sign.
