AI by NicheYour notes on what you will fit turned into a sendable quote with scope and exclusions, safety and warranty wording left to you
Writing up quotes lands at the end of a working day, and a slow quote can lose a boiler job. Turning your own notes on what you will fit into a clean quote with a clear scope, what is excluded, your prices and your terms, ready to check and send the same evening, helps customers compare like with like. The assistant works only from the scope you type and your own price book. It never describes the condition or safety of anything you found: that wording is yours.
Set it up
- Make a "Price book" tab with your own prices for common jobs and line items (labour, call-out, a standard boiler swap, controls, flue parts, filters, powerflush if you offer it) and what each normally includes and excludes.
- Write your quote template: your business details, scope, what is included, what is excluded, assumptions, price, how long the price is valid, payment terms and how to accept. Add your standard cancellation wording. Leave a line "[GAS SAFE ID AND SAFETY WORDING: you add it]".
- After a visit, type only the scope you will quote: what you will fit or do, the parts, the time and anything you are unsure of. Leave out the address, and leave out what you found about the condition or safety of the existing appliance: you add that wording yourself.
- Run the instructions. It fills the template from your notes and your price book only. Any item whose price isn't in the book appears as "[PRICE: you add it]". It lists "Questions for you" and any assumptions made explicit.
- Check the scope, parts and every price. Add the Gas Safe details, any safety, condition, regulation, warranty or guarantee wording, and the address yourself, then send it.
- Compare a few quotes with what the job cost, and update the price book.
The instructions to give your agent
I am a UK gas and heating engineer. From my notes below and my "Price book" tab, fill in my quote template. Use only the facts in the notes and the prices in the price book. If an item has no price in the book, write [PRICE: you add it]. Do not estimate, round or invent any price, quantity, time or part. Write the scope in plain words, list what is included and what is excluded, list any assumptions you had to make as "Assumptions", and list anything unclear as "Questions for you". Use my template wording for validity, payment terms and cancellation exactly as written. Do not make any statement about gas safety, carbon monoxide, the condition of any appliance, regulations, certificates, warranties or guarantees: leave a line "[SAFETY, CONDITION AND WARRANTY WORDING: you add it]". Do not suggest which boiler or part to fit. Do not include the customer's address or phone number. Do not send anything.
✓ Check before you rely on it
- Check every price, quantity and line against your price book and your notes.
- Check every "[PRICE: you add it]" is filled by you before it goes.
- Check the scope says what you will actually fit and the exclusions say what you won't.
- Check it added no safety, condition, regulation or warranty wording, and no boiler recommendation.
- Check the full price the customer pays is shown clearly.
✕ What it will not do
- Invent or estimate a price, recommend a boiler or part, or send a quote.
- State anything about gas safety, the condition of an appliance, compliance or warranties.
- Decide from your notes that a job is safe or possible.
⏸ Approval gates
- Drafted or flagged for you: the quote draft, assumptions and questions.
- Only you decide: the scope, every price, the terms, any safety, warranty or compliance wording and whether to send.
🔒 Data handling
Notes can contain customers' names and addresses. Leave them out of what you give the assistant and add them yourself. Consumer law applies to quotes: show the full price clearly, and when a customer agrees a job at their home, away from your premises or at a distance (for example online or by phone), you must give certain information, including their right to cancel within 14 days (see UK notes). Check the rules for your situation.