Quotes, Proposals and Simple Agreements as First Drafts

Quotes and proposals win business, but writing them takes time, so they often go out late, or not at all. AI can produce a clear, professional first draft in minutes. Your job is to supply the right facts and check the numbers.

Quotes: facts first

AI cannot know your prices, taxes, delivery terms or margins. Never let it invent them. Give it the facts and your format:

Write a quotation for a customer using this structure: [your quotation
headings]. Facts:
- Customer: [Customer A, city]
- Items: [item, quantity, unit price] (these prices are final)
- Delivery: [time and terms]
- Payment terms: [terms]
- Validity: [days]
Add a short, friendly cover message (3 lines) and a line on what is
not included. Do not change any prices or add items.

Then calculate totals and taxes in your billing software or Excel, not in the chat. AI can make arithmetic mistakes, and tax rules must come from your accountant and official sources.

Proposals for services and projects

Proposals need more explanation: what the customer's problem is, how you will solve it, and why you are the right choice.

Write a proposal for [service] for a [type of client].
Their situation: [what they told you, anonymised].
Our approach: [your steps], timeline: [timeline], team: [who].
Why us: [real reasons: experience, examples, guarantees you actually offer].
Price: [your price and what it includes].
Sections: Understanding your needs, Our approach, Timeline, What's
included, Investment, Why us, Next steps. Under 2 pages. Clear, no jargon.
Use only the facts I gave you.

Then review it as the customer would:

Read this proposal as the client's decision-maker. What questions or
doubts would you still have? What would make you choose a competitor?

Add the answers to your proposal before sending.

Reusable templates

After your first few proposals, ask AI to turn the best one into a template with [blanks]: client name, needs, scope, timeline and price. Next time, filling the template takes 15 minutes.

Simple agreements: draft, then get them checked

AI can help you prepare first drafts of simple documents such as:

• A service scope document or statement of work
• A purchase order cover letter with terms
• A non-disclosure agreement (NDA) first draft
• Terms and conditions for your website or quotes

Draft a simple statement of work for [service] between [Company A] and
[Client B]: scope, deliverables, timeline, acceptance, payment milestones,
change requests and contacts. Mark anything legal with [LAWYER TO REVIEW].

Important: AI is not a lawyer. It may use clauses that are unsuitable or unenforceable in India, or miss protections you need. For contracts with real money or risk, such as large orders, employment, partnerships, property or loans, have a qualified lawyer review before signing. Tax clauses need your CA.

Numbers and promises: your final check

Before sending any quote, proposal or agreement:

• Every price, quantity, total and tax is checked in your own system.
• Every promise (delivery date, warranty, service level) is something you can actually deliver.
• Customer names, addresses and references are correct.
• Nothing confidential from another client appears in the document.

Practice task

Take a quote or proposal you sent recently. Recreate it with AI using your real facts, compare it with the original, and keep the better parts. Turn the result into a template with blanks for the next one.

Key takeaways

• Give AI your real prices, terms and template; never let it invent numbers.
• Calculate totals and taxes in your own software, not in the chat.
• Review proposals from the customer's point of view before sending.
• Use AI for first drafts of agreements, but have a lawyer review anything with real risk.