A proposal from a voice memo
Talk through a job on your phone after the site visit and turn the transcript into a proposal draft you finish at your desk.
Time: 15 min first time, 5 min after
You need
- Your phone's voice recorder, with a transcript if it offers one
- General chat assistant on a company account
Before you start
- Many phones can transcribe a recording, but not all do, and it can depend on your phone and settings. If yours doesn't, you can type rough notes instead, or ask your assistant whether it accepts audio.
- Don't say door codes, alarm codes, gate codes or anything the customer asked you to keep private into the recording.
- Prices come from you, not the AI. Have your price sheet or your numbers ready.
- Keep your last good proposal handy. The AI copies structure well.
Steps
- {"do":"Right after the visit, record a 2-5 minute memo: what the customer wants, what you saw, what the job includes, what it doesn't, and your price.","tip":"Talk in the truck before you drive off. The details are fresh."}
- {"do":"Get the transcript from your phone, or type the key points if there isn't one.","tip":"Look for a transcript or text option on the recording itself."}
- {"do":"Read the transcript once and fix misheard numbers, model names and measurements.","tip":"Transcripts often get numbers wrong. \"Fifteen\" and \"fifty\" sound alike."}
- {"do":"Start a new chat. Paste the transcript and, if you have one, a past proposal with the customer's details removed."}
- {"do":"Paste the prompt below and fill in the brackets."}
- {"do":"Answer any questions the AI asks instead of letting it fill gaps."}
- {"do":"Move the draft into your normal proposal template or quoting tool, and read it out loud before it goes out."}
The prompt
Turn my voice memo transcript into a proposal draft for [BUSINESS NAME]. The customer is [FIRST NAME OR 'the customer'] and the job is [ONE-LINE JOB DESCRIPTION]. Use this structure: 1) what you asked for, 2) what we'll do, step by step, 3) what's not included, 4) price and payment terms, 5) timing, 6) next step. Use only what's in the transcript and my notes. Do not add services, warranties, guarantees, start dates or prices that I didn't say. If something a proposal needs is missing (price, timing, payment terms, who supplies materials), list it as a question at the top instead of making it up. Write it in plain, friendly language, like a contractor talking to a homeowner, not a press release. [OPTIONAL: Match the tone and layout of the past proposal I pasted.] Transcript: [PASTE TRANSCRIPT]
Check the result
- Every price and quantity matches what you said, or your price sheet.
- Nothing is promised that you didn't say: no start dates, warranties or discounts you didn't approve.
- The "not included" list is right, since that's where most arguments start.
- The customer's name and address are correct, entered by you, not the AI.
Written, not yet tested.