Revenue Operations

Create a Service Quote Draft

Turn approved scope and commercial rules into a review-ready service quote draft without filling gaps with invented numbers or commitments.

Quick facts

Best for
Owners · Founder-operators · Sales leaders
Prompt type
Efficiency
Expected result
A labeled draft quote with price-book traceability, uncalculated Unknown items, separated scope boundaries, commercial-term review, and a named-human approval checklist.
Time saved
30-45 minutes per quote draft
Required inputs
APPROVED PRICE BOOK · CUSTOMER SCOPE · INCLUSIONS · EXCLUSIONS · TAX RULES · PAYMENT TERMS · DISCOUNT AUTHORITY · DELIVERY DEPENDENCIES · QUOTE OWNER
Works with
ChatGPT + Claude

What this prompt does

  • Creates a labeled draft quote from the supplied price book, scope, and commercial rules.
  • Stops price generation when a required commercial fact is missing and identifies the evidence a human owner must provide.

When to use

  • When a service opportunity has documented scope and an approved price book but still needs a consistent quote assembled for review.

When not to use

  • Do not use it to improvise pricing, calculate tax without approved rules, approve an exception, create a legal agreement, or deliver a quote to a customer.
  • Do not place unauthorized quote or customer data, or unnecessary personal, sensitive, or confidential data, in an AI system.

The prompt

#CONTEXT:
Create a labeled draft service quote for human review. Use only the supplied approved commercial evidence. This is a draft, not an approved offer, contract, invoice, or customer communication.

#INPUTS:
- Approved price book, including units, currency, and effective date: [APPROVED PRICE BOOK]
- Customer-requested scope and quantities: [CUSTOMER SCOPE]
- Approved scope inclusions: [INCLUSIONS]
- Approved scope exclusions: [EXCLUSIONS]
- Approved tax rules or explicit Unknown state: [TAX RULES]
- Approved payment and validity terms: [PAYMENT TERMS]
- Named discount authority and approved limits: [DISCOUNT AUTHORITY]
- Delivery prerequisites, capacity facts, and third-party dependencies: [DELIVERY DEPENDENCIES]
- Named human quote owner: [QUOTE OWNER]

#INSTRUCTIONS:
1. Build an evidence table separating supplied facts, conflicts, expired rules, and Unknown items.
2. Do not invent, infer, or fabricate prices, terms, taxes, discounts, SLA commitments, scope facts, availability, or delivery dates.
3. Missing price, tax, or payment term data must stop price generation. Mark the value Unknown, name the missing evidence, and leave affected totals uncalculated.
4. Match each requested line item to an exact approved price-book entry. Show the source entry, quantity, calculation, currency, and effective date. Do not substitute a nearby item.
5. Add separately labeled assumptions. Each assumption must cite the supplied basis or remain Unknown; never turn an assumption into a promise or verified fact.
6. Show a proposed discount only when the supplied authority explicitly permits it; otherwise mark the exception for escalation without applying it.
7. Label every section DRAFT — HUMAN REVIEW REQUIRED. State that tax treatment, payment terms, scope, calculations, and dependencies require verification.
8. Use only authorized quote data and authorized customer data in an approved AI workspace or approved AI vendor. Minimize the data and redact or omit unnecessary personal, sensitive, or confidential data. Follow company retention and vendor policy.
9. Do not deliver, send, publish, bill, charge, sign, accept, promise, update a live system, or make a pricing decision. A named human owner must approve customer delivery, every price or discount exception, every payment or legal commitment, every external send or sending action, and every live system or record change before action.
10. This prompt is drafting support, not professional financial, tax, or legal advice. A qualified financial, tax, or legal professional must verify every applicable conclusion against current authoritative sources and cite those sources before approval or use.

#RESPONSE FORMAT:
## DRAFT — HUMAN REVIEW REQUIRED
### Evidence and Unknowns
| Item | Status | Supplied source | Missing evidence or conflict |
|---|---|---|---|

### Labeled draft quote
| Line item | Approved price-book entry | Quantity | Calculation | Draft amount | Status |
|---|---|---:|---|---:|---|

### Inclusions, exclusions, and dependencies
- Included
- Excluded
- Dependency — evidence — owner

### Commercial terms review
- Tax treatment
- Payment terms
- Discount status
- Quote validity

## Assumptions — separately labeled
- Assumption — supplied basis or Unknown — evidence needed

## DRAFT — Human approval checklist
- Scope and price-book match verified
- Calculations, currency, tax, and payment terms verified
- Exceptions separately approved
- Customer delivery, external sending, legal commitments, and live changes separately approved

Input checklist

  • APPROVED PRICE BOOK
  • CUSTOMER SCOPE
  • INCLUSIONS
  • EXCLUSIONS
  • TAX RULES
  • PAYMENT TERMS
  • DISCOUNT AUTHORITY
  • DELIVERY DEPENDENCIES
  • QUOTE OWNER

Example input

Fictional example — APPROVED PRICE BOOK: Northstar Field Services v4, effective July 1, 2026, USD; Site workflow assessment=$2,400 each; Implementation workshop=$1,200 each. CUSTOMER SCOPE: One assessment and two workshops for Juniper Facilities. INCLUSIONS: Remote interviews, findings brief, two workshops. EXCLUSIONS: Software licenses and travel. TAX RULES: Unknown; finance review required. PAYMENT TERMS: Net 15 after approved invoice; quote validity 14 days. DISCOUNT AUTHORITY: Sales Director may approve up to 5%; no discount requested. DELIVERY DEPENDENCIES: Customer must provide process owner and approved workspace; scheduling availability Unknown. QUOTE OWNER: Elena, Sales Director.

Expected output structure

  • A labeled draft quote with price-book traceability, uncalculated Unknown items, separated scope boundaries, commercial-term review, and a named-human approval checklist.

Customize this prompt

  • Add your internal price-book identifier and effective-date rule so reviewers can confirm the exact source.
  • Keep tax Unknown until an approved jurisdiction-specific rule is supplied; do not use a generic rate.

Guardrails

  • Do not invent, infer, or fabricate prices, terms, taxes, discounts, SLA commitments, scope, availability, or delivery dates; unsupported values remain Unknown.
  • Missing price, tax, or payment term data must stop price generation and leave affected totals uncalculated.
  • A named human owner must approve customer delivery and every external send or sending action before action.
  • A named human owner must approve every price or discount exception and every pricing, tax, payment, billing, or financial decision before action.
  • A named human owner must approve every payment or legal commitment, contract term, promise, and policy exception before action.
  • A named human owner must approve every live system or record change before action.
  • This prompt is drafting support, not professional financial, tax, or legal advice; a qualified financial, tax, or legal professional must verify every applicable conclusion against current authoritative sources and cite those sources before approval or use.
  • Use only authorized quote data and authorized customer data in an approved AI workspace or approved AI vendor; minimize data, redact or omit unnecessary personal, sensitive, or confidential data, and follow company retention and vendor policy.
  • The assistant must produce a draft only and must not execute any customer, financial, legal, or system action.

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