Why it helps
With painting, the price is mostly in the prep. If a quote just says "paint exterior, two coats", the customer can't see why yours costs more than the cheapest one, and you can end up arguing about what "prep" meant.
AI can turn your site notes into a quote that lists the prep steps, the paint and number of coats, what's included and what isn't. It reads more professionally, and it protects you if the job grows.
The prompt
Copy it, swap the bits in [square brackets], and paste it into ChatGPT, Claude, Gemini or Copilot.
I'm a painter in [town], New Zealand. Turn my site notes into a clear quote email for a homeowner. Use these headings: Prep, Painting, Not included, Price and timing. - Under Prep, list each prep step in plain English. - Under Painting, list the areas, the paint brand or type and the number of coats, exactly as in my notes. - Show the price exactly as I've written it, and say whether it includes GST and how long it's valid. - If my notes mention anything that could change the price (like rot found under old paint), say I'll check with them before doing extra work. - Friendly, short, NZ English. - Don't invent prices, products, coats, areas or timeframes I haven't given you. Site notes: [paste your notes]
Then keep chatting
Make it shorter for a text message.
Explain in one sentence why proper prep matters, without sounding salesy.
Add a line about the weather affecting the start date.
Step by step
- Write your site notes: areas, condition, prep needed, paint and coats, price, timing and exclusions.
- Paste them into the prompt and read the draft.
- Check the prep list, products, coats, price and GST line against your notes.
- Add the customer's name and send it from your usual email or quoting app.
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 products, coats, areas and price yourself. AI can mix up product names, so copy them from your notes.
- Lead paint: older NZ houses may have lead-based paint. Follow WorkSafe guidance on removing old paint safely at worksafe.govt.nz, and mention it on the quote if it applies.
- Privacy: leave out the customer's full address and phone number.
Go further
Save this as your standard quote layout and reuse it for interior jobs too. If you're often asked for cheaper and better versions, try the three-option layout from the landscaping quote use case.
