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Quote Draft from Site Survey Notes

Example prompt: "When I email site survey notes to quotes@ourdomain.com with a subject starting 'SURVEY:', read the notes, look up our standard rates and material prices from the 'Rates' tab of our pricing Google Sheet, and draft a quote in Google Docs using our standard template. Break the work into labour and materials line items with a clear scope of works, an indicative price range (low and high), assumptions we made, and anything we flagged as out of scope. Put the quote in our 'Quotes In Progress' Google Drive folder, then draft a covering email to the customer in Gmail with the quote attached but do not send. Post a Slack message in #quotes with the customer name, the rough total, and a link to the draft so I can review before it goes."

The Problem

Site survey is the easy bit. The hard bit is the two hours in the evening turning the scribbled notes and photos into a quote that reads professionally, prices the materials at today's rates, and does not forget the access scaffold or the parking permit. By Tuesday we still have not sent it, by Friday the customer has gone with whoever quoted first, and the job we surveyed on Monday is lost on admin.

How GloriaMundo Solves It

We build a workflow that watches Gmail for survey notes sent to a dedicated address. An LLM step reads the notes and identifies the scope of works, the materials needed, and any assumptions or unknowns. An integration step pulls our current labour rates and material prices from a Google Sheet so the numbers reflect this week's costs, not last year's. Another LLM step builds the quote in Google Docs from our standard template — scope, line items, indicative price range, assumptions, exclusions, terms. A final integration step drafts the covering email to the customer with the quote attached, and posts a review link in Slack. Glass Box preview shows us the quote, the email, and the price working before anything leaves the office.

Example Workflow Steps

  1. Trigger (integration): A new Gmail message arrives at quotes@ourdomain.com with a subject starting 'SURVEY:'.
  2. Step 1 (llm): Read the email body, extract the customer details, site address, scope of works, materials likely needed, access constraints, and anything ambiguous.
  3. Step 2 (integration): Fetch the latest labour rates and material prices from the 'Rates' tab of our pricing Google Sheet.
  4. Step 3 (llm): Build a quote with line items for labour and materials, an indicative low and high price, a list of assumptions, and a list of exclusions.
  5. Step 4 (integration): Create the quote as a Google Doc in our 'Quotes In Progress' Drive folder, using our standard template.
  6. Step 5 (integration): Draft a covering email to the customer in Gmail with the quote linked, leaving it as a draft.
  7. Step 6 (integration): Post a message in #quotes on Slack with the customer name, the indicative total, and a link to the draft quote.

Integrations Used

  • Gmail — receives the survey notes and holds the draft covering email
  • Google Sheets — the live rate card and material price list
  • Google Docs — the quote document, built from our standard template
  • Google Drive — the 'Quotes In Progress' folder where quotes live until they are sent
  • Slack — the review channel where the founder approves and sends

Who This Is For

Owner-operator plumbers, electricians, builders, and small trade firms who do their own surveys and their own quoting, who lose work because the quote took three days to write up, and who would rather review a draft on Monday evening than start from a blank page.

Time & Cost Saved

A careful quote takes one to two hours to write up — looking up prices, deciding on a range, writing the scope, drafting the covering email. A busy week has three or four quotes in it, so that is four to eight hours of evenings and Sundays. This workflow turns it into a ten-minute review of the draft and a one-click send. The bigger gain is the quote that goes out on Monday instead of Thursday, which is the one that wins.