As of 13 August 2026, AI can create a quotation template.

What to actually do

1. Use a tool built for this

   The route this page recommends

2. Do it yourself

   Second choice

   A chat interface, no skill needed, and roughly 15 minutes until you can act on the result.

   How to actually do it

   1. Open your current price list, accounting software or previous quotation and gather your business details, customer details, quote numbering format, prices, VAT status, payment terms and delivery terms.
   2. Paste the gathered information into the matching sections of the prompt, leaving any unknown item as [TO CONFIRM] rather than asking the model to guess.
   3. Run the prompt in ChatGPT, Claude or Gemini and ask for the document version and spreadsheet-friendly version in the same response.
   4. Copy the document version into Microsoft Word or Google Docs and apply your logo, colours, contact details and normal page layout.
   5. Copy the spreadsheet version into Excel or Google Sheets, enter test quantities and prices, and compare every subtotal, discount, VAT line and total with a manual calculation.
   6. Compare the completed quotation against your current price list, VAT records, scope of work, exclusions, payment terms and delivery commitment, then remove every [TO CONFIRM] marker.
   7. Send the finished quotation through your normal business email or quoting system and save the approved template and a copy of the quotation with its quote number.

   Prompt

   Create a professional UK quotation template for [BUSINESS NAME], a [BUSINESS TYPE]. Make it suitable for sending to customers as a reusable document and also give a spreadsheet-friendly version with clear formulas.
   
   Include these fields:
   - Business name, address, contact details and company registration or VAT details if supplied
   - Customer name, organisation, address and contact details
   - Quote number, quote date, expiry date and project or job reference
   - A description of the work or goods
   - Line items with item description, quantity, unit, unit price, discount if applicable, and line total
   - Subtotal, discount, VAT as a separate line only if applicable, and grand total
   - Payment terms, expected delivery or completion date, assumptions, exclusions and acceptance instructions
   
   Use only the information I provide. Do not invent prices, VAT rates, legal wording, company details, delivery dates or payment terms. If something is missing, mark it [TO CONFIRM] and list it at the end. Do not present a quotation as an invoice. Use plain British English and a clean layout that can be copied into Microsoft Word or Google Docs. For the spreadsheet version, state each formula clearly and make the VAT calculation depend on an input VAT rate rather than assuming a rate.
   
   Business information:
   [PASTE BUSINESS DETAILS]
   
   Customer and project information:
   [PASTE CUSTOMER AND PROJECT DETAILS]
   
   Price list or line items:
   [PASTE PRICES]
   
   VAT status and VAT rate to use, if already confirmed:
   [PASTE VAT INFORMATION]
   
   Payment, delivery and acceptance terms:
   [PASTE TERMS]
   
   Before producing the final template, identify any missing information that would affect the total, VAT, scope or customer acceptance. Then produce the completed template and a short checklist of figures and terms I must verify before sending it.

   Open it prefilled in ChatGPT or Claude, or copy it into Gemini, which takes no prefill link.

3. Hand it to a person

   The distant third

   A person who owns the outcome does this end to end, worth it when the failure is dear.