Gemini for customer proposals and quotes

What you will be able to do

You will generate proposal and quote narrative in Gemini from pre-approved prices and scope, using two constrained passes so line items are not invented.

Ground price and scope first

Before the prompt:

• Retrieve the rate sheet you will honor (Drive file if that is the system of record)
• List existing inclusions and exclusions
• Include deposit, cancellation, and validity rules only when they already exist
• Encode the customer’s actual scope as bullets from the conversation or site visit

Unapproved numbers enter as [NEED], not as guesses.

Two-pass method

Pass 1 — Draft from grounded facts
“Using only the facts below, draft a proposal: summary, scope, exclusions, blank price lines where no number was provided, next step. Do not invent prices or discounts. Mark gaps [NEED].”

Pass 2 — Tighten
“Cut filler. Keep every fact. One idea per short paragraph. One-sentence ask.”

Same control sandwich as customer emails. Twins: Claude proposals, ChatGPT proposals. Prefer Gemini when the approved sheet is already a Workspace file and the draft should stay beside it.

Use a Quotes Gem

Store rate rules and one anonymized sample in a Quotes Gem. Put today’s scope in the user turn.

Optional Canvas worksheet

A Canvas quote worksheet can hold blank rate cells for repeat use. The sent artifact still lives in the Doc or proposal system you control.

Desk check before send

• Each price matches the approved sheet or a recorded override
• Exclusions match policy
• No model-introduced discount or package
• Validity and deposit language match existing terms
• One next act

Sources attached to a response are not authorization. The rate sheet is. See hallucinations.

What Gemini should not own alone

Executed contract language, clinical claims, and signature-ready commitments. The model drafts. The business authorizes.

Try this job: rewrite one real quote narrative

1. Select a previously sent quote. Strip identifiers for training use.
2. Provide only approved rates and that job’s scope, or select the Drive file that contains them.
3. Run both passes.
4. Diff against the sent version for added extras.
5. Store the prompt and checklist for the next estimator.

Short close

Approved commercial terms in, two passes, human authorization out.