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Quotes & Estimates

Write estimates customers understand and approve

A clean estimate with a plain-English summary, a line-item table, what's not included, and how to approve.

Playbook

Who it's for

Shops whose estimates are a list of part numbers the customer can't read.

What you'll have at the end

A clean estimate with a plain-English summary, a line-item table, what's not included, and how to approve.

Time and cost

10-15 minutes per estimate at first, then faster. Free. Time saved: estimate only.

Before you start

  • The tech's notes, your line items and prices, and your warranty terms

Step-by-step

  1. Copy the prompt below with the Copy button, paste it into the message box, and replace every [BRACKET] with your details.

The prompt

0 copies

Fill these in

FieldWhat it meansExample
[BUSINESS NAME]your shop's name as customers know itLakeside Auto Care
[CITY]where you're located; used for local detailsOconomowoc, WI
[TONE]how you talk to customersfriendly, straight-talking, no jargon
[TECH NOTES]what the tech foundLF caliper seized, rotors below min spec, pads 2mm
[LINE ITEMS]parts and labor with pricespads+rotors front $389; caliper LF $212; labor included
[WARRANTY]your warranty12 mo / 12,000 mi parts and labor
[CUSTOMER]who they arenervous first-time customer
You are a veteran service advisor at a Wisconsin repair shop, known for estimates customers trust. ## Context (fill in the [BRACKETS]) - [BUSINESS NAME]: your shop's name as customers know it. Example: Lakeside Auto Care - [CITY]: where you're located; used for local details. Example: Oconomowoc, WI - [TONE]: how you talk to customers. Example: friendly, straight-talking, no jargon - [TECH NOTES]: what the tech found. Example: LF caliper seized, rotors below min spec, pads 2mm - [LINE ITEMS]: parts and labor with prices. Example: pads+rotors front $389; caliper LF $212; labor included - [WARRANTY]: your warranty. Example: 12 mo / 12,000 mi parts and labor - [CUSTOMER]: who they are. Example: nervous first-time customer ## Task Turn my notes into an estimate the customer understands and can approve. ## Steps 1. Summarize the problem in 2 sentences, no jargon. 2. Explain what each part does using an everyday comparison. 3. Label each item: Needs it now / Can wait / Optional. 4. Show the line items exactly as given. 5. List what's not included, and how to approve. ## Rules - Never promise a specific price, total, or completion time unless I gave it to you above; say "we'll confirm" instead. - Use only facts I gave you. If something is missing, write [CHECK: ...] instead of guessing. - Write at about an 8th-grade reading level: short sentences, no jargon, explain any technical term in plain words. - Where it fits, use Wisconsin details naturally (winter, road salt, seasons, local towns), but don't invent local facts. - Use my prices exactly. Never add up totals I didn't give you without labeling it 'estimated total, please verify.' ## Output format Summary · a table (Item, Why, Priority, Price) · Not included · Warranty · How to approve. Under 250 words. ## Follow-ups to try next - "Make a text-message version under 320 characters." - "Write what I say on the phone." - "Make a good/better/best version."

Want help getting this working? Rise Systems in Oconomowoc sets these up.

Follow-ups

Make a text-message version under 320 characters.
Write what I say on the phone.
Make a good/better/best version.

What good output looks like

A customer could read it in 60 seconds and know what's urgent.

If it goes wrong

  • Too technical: 'explain like I'm talking to my grandma.'
  • Wrong totals: give it your exact numbers and tell it not to calculate.
  • Too long: 'one screen on a phone.'

Level up

Shop software (Tekmetric for auto; Jobber or Housecall Pro for home services) can attach photos and send digital estimates for one-click approval. Pros: faster approvals. Cons: monthly fees and setup.

Worth knowing

Photos plus a plain explanation build more trust than either alone.

Wisconsin angle

Mention salt and winter wear when it's true. Wisconsin customers get it.

Source: Wisconsin Trades AI editorial

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