How to set up a quote request bot
Collect the right details up front so you can quote faster.
Quote requests come in by phone, email, Facebook and text, with half the details missing. You spend more time chasing information than quoting.
Step by step
- List what you need to quote properly: location, size, photos, timeframe, budget.
- Build a form that asks only those questions, with photo upload if relevant.
- Send submissions to your email and CRM.
- Set an instant reply: thanks, when you'll quote, what happens next.
- Optionally add an AI step that summarises the request into a quote checklist for you.
- Link the form from your website and Google Business Profile.
Watch-outs
- Long forms put people off. Ask the essentials only.
- Don't auto-generate prices with AI without checking.
- Store photos somewhere secure.
A worked example
A Sydney fencing contractor builds a quote request form in Jotform: fence type, length, gate needs, photos, suburb, and preferred timing. The form sends an instant thank-you email and creates a card in his job list.
He links the form from his website, Google Business Profile and Facebook. Now most requests arrive with photos and measurements, and he can quote many of them without a site visit.
What it costs in Australia
Google Forms is free. Typeform and Jotform have free plans with limits; paid plans vary, so check current AUD pricing. Zapier's free plan gives 100 tasks a month and two-step Zaps; Professional starts at US$19.99 a month billed yearly (approx. A$29) or US$29.99 monthly (approx. A$43) for 750 tasks. Make has a free plan with 1,000 credits a month; check Make's site for current paid prices.
Prices are approx., October 2026, converted at about A$1.43 per US$1 where the vendor charges in US dollars. Your bank may add a foreign transaction fee. Check the vendor's pricing page before you buy.
The legal bits
The confirmation email is a reply to a request, so it's fine. Adding them to your newsletter is a separate step that needs consent under the Spam Act 2003. Put a consent tick box on the form if you want to market to them later.
Privacy Act: if your chatbot or bot collects names, emails or phone numbers, that's personal information. Tell people what you collect and why, link your privacy policy, and know where your vendor stores the data (APP 8 covers sending personal information overseas). The Australian Privacy Principles apply to businesses turning over more than $3 million and to some smaller ones, such as health providers. Following them anyway is good practice and builds trust.
Need the AI prompts? On our sister site: Write a follow-up email after a quote · Write a proposal first draft.
Is it worth it?
If you quote more than a few jobs a week, yes. Better information up front means fewer site visits and faster quotes. If you get one or two enquiries a month, a phone call might be just as quick.
Common mistakes
- Too many questions. Only ask what you need to give a rough price.
- No confirmation. Always send an instant confirmation so people know you got it.
- Forms that don't work on phones. Most people will fill it in on a phone. Test it on yours.
- No follow-up. A form is only half the bot. Make sure each request creates a task or reminder so it gets quoted.
Pair it with the lead follow-up guide for a complete enquiry-to-quote flow.
Questions
Should AI write the quote?
It can draft wording, but you should set the price.
Can I use this on Facebook?
Yes, link the form from your page and Messenger auto-reply.
Should I ask for photos?
Yes, if they help you quote. Make the upload optional.
How many questions is too many?
If it takes longer than three minutes, people give up.
Do this today
List the five things you always need to know before quoting. Build a free Google Form with those questions today.
Related guides
- How to set up a Google review reply bot
- How to set up a lead follow-up bot
- How to set up an FAQ chatbot on your website
Need prompts for the AI steps? See 40 AI use cases with copyable prompts. Want a hand? Get in touch.