Free guide · Sales and enquiries
The enquiry-to-quote workflow, with AI doing the typing
Four steps from a WhatsApp enquiry to a checked quote. You stay in control of prices.
Shubham Bapna · Added · Free
The workflow
- Capture: put every enquiry in one sheet, in the same format
- Clarify: AI drafts the questions you need answered
- Quote: AI drafts the quote email from your price list
- Check: you verify prices, GST and terms, then send
Step 1: Capture it the same way every time
One row per enquiry in Excel or Google Sheets: business type, city, product, quantity, deadline, budget if shared. Keep phone numbers in your sheet, not in the AI chat.
That's the first part
Read the rest, free
The two prompts (clarifying questions and the quote draft), the five things you always check, and the ground rules. Enter your email once and every guide on this site opens.
- Step 2: Clarifying questions
- Step 3: Draft the quote
- Step 4: What you always check
- Ground rules
Step 2: Clarifying questions
A customer sent this enquiry: [paste enquiry, without name or phone number]. We sell [your products]. Before I can quote, list the questions I must ask: product specs, quantity, delivery city and date, packing, payment terms. Write them as one short, polite WhatsApp message with numbered questions. Do not mention any price.
What you should get back: one short, polite WhatsApp message with numbered questions, and no price in it.
Send the questions first. A complete enquiry gives a correct quote.
Step 3: Draft the quote
Draft a quote email using ONLY this price list: [paste price list]. Customer needs: [paste confirmed requirements]. Show item, quantity, rate, amount and total. Add GST as a separate line at [rate]% and payment terms: [terms]. If any item is not on the price list, write [PRICE TO CONFIRM] instead of guessing. Keep the email short and professional.
What you should get back: a short quote email showing item, quantity, rate, amount and total, with GST as a separate line and your payment terms. Any item that is not on your price list should read [PRICE TO CONFIRM].
The [PRICE TO CONFIRM] line stops AI from inventing a price.
Step 4: What you always check
- Every rate against your current price list
- Totals, GST rate and HSN codes
- Discounts, freight and payment terms
- Delivery dates your team can actually meet
- Customer name and company details
Ground rules
AI does the typing. You own the numbers. Never send a quote you haven't read. Remove personal data before pasting. AI is not tax advice, so confirm GST treatment with your accountant.
Want 25 more prompts like these?
The free AI Starter Kit: 25 prompts for business owners.