Quotes with AI
AI quote generator built on your own price list
An AI quote generator that starts from your notes, your photos and your prices. You add the final touch.
Quotes that get typed at night
An AI quote generator is for the owner who still has three quotes to write after a day on site.
The site visit lives in your head and on your phone: a few lines of notes, eight photos, the measurements. Getting from there to a quote with the right line items, units, VAT and terms usually means copying an old quote and editing it. That takes an hour or two per quote, and the customer waits a week or more.
With AI it runs the other way round. You dictate a note or type three lines, you take your photos, and the system puts the line items from your own price list into a draft. You check it, adjust the price where the job is different, and send it. The same works as an AI proposal generator for services: a briefing call becomes a draft proposal with your own rates.
A site visit becomes a draft quote
Note from the site visit
Bathroom 6 m², old bath out, walk-in shower, tiles up to the ceiling, new toilet.
Eight photos
Pipes, drainage, the state of the walls.
Your price list
Your own line items and units, nothing from the internet.
Draft quote
Bathroom renovation
- 1Strip out existing bathroom and remove rubblefixed
- 2Adapt pipework and shower drainfixed
- 3Wall tiling up to the ceilingper m²
- 4Walk-in shower with glass screeneach
- 5Wall-hung toilet with concealed cisterneach
Waiting for your review and your price
An example of what we can build. The amounts come from your own price list; you adjust and send.
Where quotes go wrong today, and what the law asks
Anyone who quotes for construction, installation or another made-to-measure service knows the pattern. Every quote starts from the last one. A line that was not needed then gets forgotten now. The VAT rate is wrong on one line. And nobody chases the quote you sent on Friday.
A quote is also a legal document. In Belgium, an offer stays binding for the period stated in it, or for a reasonable period if you state none (Civil Code, Book 5, Article 5.19). The consumer information rules below come from the EU Consumer Rights Directive (2011/83/EU), so you will find close equivalents in every EU country. We use Belgium as the worked example, because that is where we build most of our tools.
| Situation | What the quote must contain | Rule |
|---|---|---|
| Any quote from a Belgian company | Your company number and a payment account at a bank in the European Economic Area | Code of Economic Law, Article III.25 |
| Quote to a consumer | The main characteristics, your name, company number, address and phone, the total price with all taxes, how you will be paid and carry out the work, the timing and how you handle complaints | Code of Economic Law, Article VI.2 |
| Price to a consumer | The total price including VAT and all compulsory costs, at least in euro | Code of Economic Law, Articles VI.4 and VI.5 |
| A price that cannot be fixed in advance | How the price will be calculated, and that extra costs may apply | Code of Economic Law, Article VI.2 |
| Renovating a Belgian home more than ten years old | 6 percent VAT if the home is used mainly as a private residence after the works and you invoice the end consumer | FPS Finance, reduced rate for renovation |
| Demolition not followed by renovation, architects' studies, works that amount to new construction | 21 percent VAT, even in an old home | FPS Finance, reduced rate for renovation |
| Materials the customer buys himself | Always 21 percent VAT | FPS Finance |
If you apply 6 percent, the invoice later has to carry a fixed statement: the customer is deemed to accept the conditions unless he contests them in writing within a month. A quote tool that asks for the age and use of the home at the enquiry stage sets the right rate per line and carries that text to the invoice.
Since 1 January 2026 invoices between Belgian companies go through Peppol. A quote that becomes an invoice once accepted fits that far better than a Word file; the rules are in e-invoicing in Belgium.
SN Group: enquiries that are half a quote
For SN Group, a construction company in Ghent, we built a cost calculator as a step-by-step wizard, an EPC calculation and four checks on the site: grants, renovation duty, permits and VAT. Visitors choose the type of project, the floor area and the finish themselves, and what they enter travels with their enquiry.
The calculator draws more Google impressions on searches without the brand name than any other page on the site. That is the front end of an AI quote: the customer has already said what he wants, and the system turns it into lines from your price list.
- Type, area and finish from the enquiry
- Price guides per type of work on the site
- A check for 6 or 21 percent VAT
Each step of a quote, and what the tool does
An AI quote tool takes over the typing, not the decision. This is what it does at each step.
| Step | Today | With an AI quote generator | What you gain |
|---|---|---|---|
| The enquiry | An email or a call with few details | A form or calculator asks for type, size, finish and the age of the building | You start with the details you need |
| The site visit | Notes on paper, photos in your camera roll | A dictated note and photos in the customer's file | Nothing gets lost between site and office |
| The line items | Copy an old quote and edit it | The model turns the note into lines with units from your own price list | A draft in minutes, and no forgotten line |
| The VAT | From memory, per quote | The rate per line follows from the customer's answers, with the required statement | Fewer corrections afterwards |
| Review and price | All by hand | You adjust where the job differs and set your margin | You decide, the model types |
| Follow-up | Forgotten | After ten days a follow-up is ready, in your tone | Fewer quotes that die quietly |
| Accepted | Retyped into invoicing | The quote becomes an invoice or a work order | Entered once |
Prices never come from the model. They come from your price list, also if it lives in a spreadsheet today: we import it and keep it where you maintain it. The model does what it is good at: reading plain language and turning it into lines. If you work from a fixed template, our quote template has the Belgian fields and VAT per line. The follow-up can be done by an agent, see AI agent development. In construction? Read AI for construction and software for construction companies. Comparing packages first? See Teamleader alternatives and Odoo pricing; other uses of AI are on AI for business.
Building enquiries the customer fills in
Eight quotes a week, worked out
Take a renovation company that sends eight quotes a week, about 35 a month. These are assumed figures. Run them again with your own week.
| Per quote | Today | With an AI quote generator |
|---|---|---|
| Looking up lines, typing and calculating | 1 hour | 0.25 hours review |
| VAT, terms and layout | 0.5 hours | 0.25 hours |
| Total per quote | 1.5 hours | 0.5 hours |
| Eight quotes a week | 12 hours | 4 hours |
That is 8 hours a week. Over 46 working weeks it makes 368 hours. At an assumed 50 euros an hour for the owner's time, that is 18,400 euros a year. Add one forgotten line a month, such as rubble removal at 350 euros, and another 4,200 euros: 22,600 euros a year in total.
The model cost is small. A quote takes about 20,000 tokens in (your price list, the note, your instructions) and 2,000 tokens out. With Claude Sonnet 5.5, at 2 dollars per million input tokens and 10 dollars output, that is 6 US cents per quote, or 2.10 dollars for 35 quotes, about 1.90 euros a month. With Claude Opus 5.5 it is 4.20 dollars. Reading photos costs extra tokens but stays in the same range. Run your own numbers in the AI cost calculator.
What does that mean for your budget? A quote tool worth 22,600 euros a year pays back an investment of 22,000 euros in about a year, and one of 45,000 euros in two. With custom software you pay no licence per user: one more project lead costs nothing extra. When building beats buying is set out in build vs buy software.
Quote software or a custom quote tool
Packages like Teamleader and Odoo produce good-looking quotes. The difference is where the first draft comes from.
- The first draft
- Quote software in a packageYou type the lines, the package makes a neat document
- Custom AI quote toolThe model turns your note and the enquiry into lines from your price list
- Your price list
- Quote software in a packageAs products in the package, in its structure
- Custom AI quote toolIn your structure, also if it lives in a spreadsheet today
- Enquiries from your site
- Quote software in a packageA separate form you retype
- Custom AI quote toolA calculator whose answers fill the draft
- Monthly cost
- Quote software in a packagePer user, rises with your team
- Custom AI quote toolHosting and model fees, not per user
- Start
- Quote software in a packageTomorrow
- Custom AI quote toolA first version in a few weeks
Choose a package if you quote rarely or mostly from fixed products. Choose a custom tool if you write many made-to-measure quotes and the first draft eats the time. A custom tool can also run beside your package and push the draft into it.
Quote tool project: your first real quote within a month
- Week 1Your price list and ten quotesYou show us how you quote today, your price list and ten recent quotes, by video call. We see where the time goes.
- Weeks 2 and 3A first draft from your noteOn a test environment the system drafts from your real notes. We compare each draft with the quote you wrote yourself.
- Week 4Your first real quoteYou write your quotes in the tool and send them yourself. What you keep changing, we change in the tool.
- After thatEnquiry, follow-up and invoiceThe calculator on your site, the follow-up mail and the step to an invoice come in when you want them.
Calculators that are already half a quote
For SN Group we built a site with two calculators: a cost calculator as a step-by-step wizard and an energy-label calculation, plus four checks on a register of 761 facts. The calculator brings in the most impressions outside the brand name. That is the front end of an AI quote: an enquiry with the details in it. For AMOSI, our own AI software that went live in July 2026, we built texts with a company's facts and prices that a person approves before anything goes out; a quote is the same principle with your price list as the source.
What we do: a call in which you show us how you quote now, an analysis of your price list and line items, a first version in a few weeks, go-live and maintenance. You own the tool, the price list and the data, on a server in Europe, and we invoice in euro.
Book a call and bring a quote you still have to write this week.
What contractors and agencies ask about AI quotes
Does the AI set my prices?
No. The amounts come from your own price list. The model reads your note and picks the lines, you adjust where a job differs and set your margin. Whatever the model is unsure about, it flags for you.
Does it work as an AI proposal generator for services?
Yes. For an agency, a consultancy or an IT firm the input is a briefing call or an email instead of a site visit, and the price list holds day rates and packages instead of square metres. The draft proposal follows your own structure and wording.
Can it handle VAT rules outside Belgium?
The tool applies the rules we build into it. For Belgium that is the 6 and 21 percent logic of FPS Finance; for another country we build in that country's rates with your accountant. Where a line is in doubt, the tool flags it and you decide. Your margin per line is quick to check with the margin calculator.
Can I send an AI-drafted quote to a customer?
Yes. You review it and send it under your name, so you stand behind it. The EU AI Act asks no label on a quote a person has checked. It does expect the people who use the tool to know what it can do and where it fails, which is called AI literacy and has applied since 2 February 2025. The EU AI Act checker shows what else applies.
Where do my price list and customer data live?
On a server in Europe that you own. Only the data a quote needs goes to the model, and we sign a processing agreement with every service that handles personal data, as GDPR requires.
AI for business
How VBS helps you with this
We build AI into your own work: it drafts emails, reads documents and answers questions, and you stay the one who decides.
- First a task that costs time, then a working prototype
- On your own documents and your own data
- An AI policy your team understands
How we approach it is on our page about AI for business.
How many evenings go to quotes?
Show us how you write a quote today. We will show how the first draft can come from your own price list.
Rather get in touch right away?