Smarter Week

How to automate it

How to automate “write the proposal, scope and exclusions”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

60 min
typically, a few times a week
50%
of the time can be automated
Easy
to set up

Fix 1 of 2

AIBest fix

Have AI write the quote or proposal wording from your notes

You give the scope, prices and exclusions; AI writes clear wording the customer understands. You check the numbers, it handles the words.

Typically saves about 40% of the time5 min to set up
  1. 1Jot down the scope, the price for each part and what is not included.
  2. 2Paste it with the prompt below into an approved AI assistant.
  3. 3Check every number and exclusion against your notes.
  4. 4Paste the text into your quoting tool or proposal template.
Prompt to copy
Write a clear quote description for a [TYPE OF CUSTOMER, e.g. homeowner / general contractor]. Job: [WHAT WE WILL DO]. Prices: [LINE ITEMS AND PRICES]. Not included: [EXCLUSIONS]. Assumptions: [ASSUMPTIONS]. Use plain words, short bullet points, and keep my prices exactly as given. Do not add any work, warranty or promise I did not list.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

Fix 2 of 2

Process fix

Keep one up-to-date cost and scope library

Saved assemblies, unit prices and standard exclusions mean every estimate starts 70 percent done instead of from a blank sheet.

Typically saves about 30% of the time4 h to set up
  1. 1Pick your 20 most common items or assemblies.
  2. 2Record current material, labour and markup for each in your estimating tool or one shared sheet.
  3. 3Write standard scope and exclusion wording once.
  4. 4Update prices on a set day each month or quarter.

Tools: Your estimating software · Excel or Google Sheets

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Estimator

HourLeak · the 8-minute work audit

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Other common tasks for Estimators