The problem: A customer asks for a quote, and it sits in your inbox for days because pulling it together takes time. By the time you reply, they've hired someone else.

What you end up with: A clean draft quote built from the customer's request and your own price list, with any missing details flagged, ready for you to check and send.

What you'll need

Your current price list or rate sheet, a quote template you already use, and your standard terms (like deposits, timelines, and how long a quote is good for).

Getting set up

Spending your evenings writing up quotes? Here's a simple playbook, built from each tool's official docs. First, pick a tool. Microsoft says Copilot in Word can write and edit documents and Copilot in Excel can analyze data. Google says Gemini in Docs can create formatted first drafts and Gemini in Sheets can fill in tables from plain-English prompts. In AI by Zapier, you can define structured outputs that map cleanly into later steps, like a quote template. Next, keep your price list in one up-to-date spreadsheet. Then, save your quote template and terms where the agent can read them. And last, the agent drafts. You check every price and send the quote yourself.

Step by step

Give the agent the customer's request.
Have it list what they're asking for, in plain words.
Ask it to match each item to your price list.
Have it fill in your quote template with the items, prices, and your standard terms.
Have it flag anything not on your price list, or details you still need (like measurements or dates).
Check every line and price, and fill in the flagged items.
Send the quote yourself, with a short personal note.

A prompt to start with

Use this as a starting point, and adjust it to your tool. "Here's a customer's request and my price list. List what they're asking for, match each item to my price list, and fill in my quote template with the prices and my standard terms. Only use prices from my list. If something isn't on it, or I need more details, write [needs pricing] or [ask customer: ...]. Don't send anything, and don't offer discounts."

What you'll get

A filled-in quote draft using your template and prices, with unclear items flagged for you.

If something goes wrong

If prices are wrong, check that the price list is current and clearly labeled. If it misreads the request, ask it to list the items first and confirm before quoting. If math looks off, check the totals yourself or have the spreadsheet do the math.

Keep in mind

Always double-check prices and totals before sending. A quote can be a promise to your customer, so you're the one who approves it.

Sources

Where each fact came from

Recommended tools · checked Oct 28, 2026 · rechecked regularly — Microsoft Copilot for small business — product page and FAQ
Getting set up · checked Oct 28, 2026 · rechecked regularly — Google Workspace — AI tools for business

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