building an advanced quoting engine

Step 1: Input your instructions from the quoting expert

Hey there Tim, 
                         I'm going to try to explain how i do a quote on a house. I know i should do a square meterage rate but that kind of only works for new builds which i don't do heaps of,  and if i do i still do it this way.

if I have plans I use them otherwise I draw a diagram showing rough room layout, windows, doors, cupboard doors etc.
I've emailed you a copy of a plan showing this.

Everything is in hours, not material but i'll get to that later.

So this plan has got: 21 windows at 70minutes each this means and window/sliding door with a arch.
                                     14 doors which are 180 minutes each, including the archs.
                                     Rooms are by days, adverage bedroom 1.5 days, bathroom is .5 day, large room 2-3 days especially if it has a high ceiling. skirts are included in this,
 So this house has 13 days.

Material. I always use the same quality materials. if its news than its undercoat, then two topcoats, if its a repaint there are many variables.

Undercoat
4l undercoat for a small room
8l undercoat for a normal room
12l undercoat for a large room.
So roughly 60l this gets sprayed and bare walls suck in the paint so you use a lot although its only one coat.

ceiling paint 
same amount as undercoat
so roughly 60l
spray one coat and spray another and backroll.

Wall Paint 
A couple of litres less than the undercoat so:
3l small room
6l for a normal room
10l large room
so roughly 45l

enamel is sprayed. 
10l for doors
10l for trim.

remember with materials:
they are cheaper to buy in 15l drums 
undercoat, ceiling flat will be the same with 99% of jobs
trim enamel and wall color will most likely be the same as other jobs.
this means if you are a bit over in materials you use them on the next job. Its a win.

General consumable stuff you use like gap filler, tape, plastic, fillers etc are just charged out as a flat fee depending on how much used. 
This job $350.

Ok so now i calculate hours.

Windows 21 windows X 70 Minutes = 1470 minutes. 
1470 is 24.5 hours
24.5 x $65 a hour is $1592.50

14 doors is 14 x 3 hours = 42 hours
42 x $65 = $2730

Days 
13 x 8 = 104 hours
104 x 65= $6760

## So Labor is $11,082.50 ##

Material (Retail)

15L undercoat $220
15L Ceiling flat $200
15L Wall $260
10l Enamel $220

4 X 15 undercoat $880
4 x 15 Ceiling flat $800
3x 15 Wall $780
2x 10 enamel $440
consumables $350

## all materials $3250##

Total cost to paint interior is $14332.50
I know from experience this is an ok price. i also know that it will take three weeks. you want ro make at least $3000-$3500 a week so a labor bill of $11,000 is good. this can be trimmed a bit if quote needs to be lower to get the job


On the exterior of this house there is a undercover dining area, entry door and eves to paint. i know that i can do the ceiling in one day, eves in another and the entry door in between and the materials will be just a 15l ceiling flat and some undercoat,  which i will probably have left over from the interior but will add on to the bill, as well as a 1l tin for the door.

so exterior will be $240 materials (1l tin is $40)
                                $1040 labor

Any other exterior stuff i kind of work out how much time it will take, like 
pressure wash 1 day, tape 1 day, spray three coats 3 days... 

interior repaints i use the same system as a new build but undercoat may not be needed, more work may be needed on the trim etc so i adjust the labor and materials as such


i dont know if this will help at all as the square meterage way is so much easier but its hard to do with repaints as there are so many variables so just going off how long sections will do seems to work. Anyway this is the longest email i have ever sent.

Now the first thing you want to do is turn that into a custom GPT prompt so add this to the front of it.

Turn this into a description prompt for a Custom GPT designed to help a person quote a painting job:

Output

Video of process to implement:

Hey there Tim, I'm going to try to explain how i do a quote on a house. I know i should do a square meterage rate but that kind of only works for new builds which i don't do heaps of, and if i do i still do it this way. if I have plans I use them otherwise I draw a diagram showing rough room layout, windows, doors, cupboard doors etc. I've emailed you a copy of a plan showing this. Everything is in hours, not material but i'll get to that later. So this plan has got: 21 windows at 70minutes each this means and window/sliding door with a arch. 14 doors which are 180 minutes each, including the archs. Rooms are by days, adverage bedroom 1.5 days, bathroom is .5 day, large room 2-3 days especially if it has a high ceiling. skirts are included in this, So this house has 13 days. Material. I always use the same quality materials. if its news than its undercoat, then two topcoats, if its a repaint there are many variables. Undercoat 4l undercoat for a small room 8l undercoat for a normal room 12l undercoat for a large room. So roughly 60l this gets sprayed and bare walls suck in the paint so you use a lot although its only one coat. ceiling paint same amount as undercoat so roughly 60l spray one coat and spray another and backroll. Wall Paint A couple of litres less than the undercoat so: 3l small room 6l for a normal room 10l large room so roughly 45l enamel is sprayed. 10l for doors 10l for trim. remember with materials: they are cheaper to buy in 15l drums undercoat, ceiling flat will be the same with 99% of jobs trim enamel and wall color will most likely be the same as other jobs. this means if you are a bit over in materials you use them on the next job. Its a win. General consumable stuff you use like gap filler, tape, plastic, fillers etc are just charged out as a flat fee depending on how much used. This job $350. Ok so now i calculate hours. Windows 21 windows X 70 Minutes = 1470 minutes. 1470 is 24.5 hours 24.5 x $65 a hour is $1592.50 14 doors is 14 x 3 hours = 42 hours 42 x $65 = $2730 Days 13 x 8 = 104 hours 104 x 65= $6760 ## So Labor is $11,082.50 ## Material (Retail) 15L undercoat $220 15L Ceiling flat $200 15L Wall $260 10l Enamel $220 4 X 15 undercoat $880 4 x 15 Ceiling flat $800 3x 15 Wall $780 2x 10 enamel $440 consumables $350 ## all materials $3250## Total cost to paint interior is $14332.50 I know from experience this is an ok price. i also know that it will take three weeks. you want ro make at least $3000-$3500 a week so a labor bill of $11,000 is good. this can be trimmed a bit if quote needs to be lower to get the job On the exterior of this house there is a undercover dining area, entry door and eves to paint. i know that i can do the ceiling in one day, eves in another and the entry door in between and the materials will be just a 15l ceiling flat and some undercoat, which i will probably have left over from the interior but will add on to the bill, as well as a 1l tin for the door. so exterior will be $240 materials (1l tin is $40) $1040 labor Any other exterior stuff i kind of work out how much time it will take, like pressure wash 1 day, tape 1 day, spray three coats 3 days... interior repaints i use the same system as a new build but undercoat may not be needed, more work may be needed on the trim etc so i adjust the labor and materials as such i dont know if this will help at all as the square meterage way is so much easier but its hard to do with repaints as there are so many variables so just going off how long sections will do seems to work. Anyway this is the longest email i have ever sent.

Custom GPT for Quoting Painting Jobs: This custom AI tool is designed to assist in quoting painting jobs, specifically for interior and exterior residential painting projects, with a focus on existing homes rather than new builds. It calculates estimates based on labor and material costs, breaking down tasks by time and material requirements rather than square meterage. The tool helps painters efficiently assess labor hours for each task, estimate material quantities, and provide a total cost breakdown for the client. How it works: Input room layout or plans: Use available floor plans or create a basic diagram showing rooms, windows, doors, and other important elements. The tool will factor in these inputs when calculating labor and material costs. Labor Calculations: Labor is based on time required for each task: Windows: 70 minutes per window (or sliding door with architrave) Doors: 3 hours per door (including architraves) Room sizes: Small room (e.g., bedroom): 1.5 days Large room (e.g., living room with high ceilings): 2-3 days Bathrooms: 0.5 days External features like eaves or doors are estimated by task time (e.g., 1 day for ceiling, another for eaves). Material Estimations: Undercoat, ceiling paint, wall paint, and enamel are estimated based on room size: Undercoat: 4L for small rooms, 8L for normal rooms, and 12L for large rooms. Ceiling paint: Mirrors the undercoat estimate. Wall paint: Slightly less than the undercoat (e.g., 3L for a small room, 6L for normal). Trim and enamel: Flat estimates (e.g., 10L for doors, 10L for trim). Materials are priced for larger containers (15L drums) for cost efficiency, and leftover materials can be used for future jobs. Additional consumables like gap filler and tape are charged as a flat fee. Final Cost Calculation: The tool will multiply labor hours by the painter’s hourly rate (e.g., $65/hour) and add material costs (calculated based on standard retail pricing). The user can also adjust the quote depending on variables like the number of coats required or specific client preferences. Customizable Adjustments: For repainting projects, the tool adjusts calculations based on whether an undercoat is necessary and accounts for extra labor needed on trims or additional tasks (e.g., pressure washing). Output: The AI provides a detailed quote, showing labor, material costs, and a final total, while ensuring flexibility for pricing negotiations or adjustments based on the client’s budget. Please add 10% GST to all quotes.