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Write a detailed quote with a fair stage-payment schedule
Clients on bigger jobs want to see exactly what they're paying for and when. A stage-payment schedule protects your cash flow and their peace of mind.
Time: 30 minutes for an extension-sized jobTool cost: you can start with a free AI tool
Steps
- Dictate or type your survey notes and your price breakdown by stage (groundworks, shell, roof, first fix, plastering, second fix, finishes).
- Paste with the prompt below.
- Check every line. Add your terms, insurance details and who's handling building control.
- Send it as a PDF and talk the client through it.
The exact prompt
Write a quote from a [UK] builder for [job, e.g. single-storey rear extension, 4m x 5m]. From my notes and prices only: 1. Scope of works by stage, in plain English. 2. Exclusions (e.g. kitchen units, decorating, landscaping, party wall surveyor fees, unforeseen ground conditions). 3. Provisional sums where I've given them, clearly labelled. 4. Stage payment schedule tied to completed stages, not dates: [my stages and amounts]. Don't suggest a large upfront payment. 5. Who handles: building control [me / client], planning [client], party wall [client]. 6. VAT: [inc / ex / not registered]. Validity: [30 days]. Write [PRICE NEEDED] for anything missing. No guarantees or timescales I haven't given. Notes and prices: [paste]
✓ Check before you send
- Payments are tied to completed stages and don't run ahead of the work.
- Provisional sums and exclusions are clearly explained.
- Responsibility for planning, building control and party wall matters is clear.
UK notes extra
- Check whether the job needs planning permission or building regs approval. GOV.UK: planning permission and GOV.UK: when you need building regs approval.
- Work on or near a shared wall may need party wall notices. GOV.UK: party walls.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑