How to turn a voice note into a draft quote

You’ve just looked at a job. You know what needs doing, but the quote won’t get written until you’re back at the laptop. Try getting the first draft down while the details are still fresh.

1. Say what you saw

Once you’re parked, use your phone’s dictation or a tool like Wispr Flow. Talk through the job as if you were handing it over to someone on your crew. Cover the work, the quantities you measured, and anything you still need to check.

Replace about six metres of side fence. Match the existing height. Take away the old timber. Keep the gate if the hinges are sound. Need to confirm access and check the timber price.

2. Ask AI to draft the scope

Paste the text into an AI assistant. Try this with the fence example before using it on a real job.

Turn these notes into a draft quote. List the work included, any exclusions I mentioned, and what I still need to check. Mark rough measurements as estimates. Leave prices blank and flag missing details.

The draft should list the fence replacement and timber removal. It should also flag the gate hinges, access and timber price for you to check. Read it back against your notes before you use it.

3. Add your own rates

Put the draft into the quoting tool you already use and add your labour and materials. Check the measurements, exclusions and GST before you send it.

If you do the same type of work often, you can set up a workflow to look up known items from your own price list and calculate a draft total. Send anything it can’t match back for review. Keep the final price and send button with whoever signs off quotes.

The quick walkthrough

Still writing quotes after dinner? Next time you’re parked after a site visit, say what you saw. Six metres of fence. Take away the old timber. Keep the gate if the hinges are sound. Check access and timber prices.

Paste that note into an AI assistant. Ask it to list what’s included and what still needs checking. Tell it to leave prices blank. Put the draft into your quoting app, check the scope, and add your own rates before sending.

For more practical tips for NZ tradies, get the free checklist and Smoko Read.