How do you write a request for a repair quote with AI?
Describe the problem in plain words and ask your assistant for a short request every contractor can answer the same way: the scope, photos to send, what the quote must include, proof of license and insurance, a W-9, a start date and a written price. When every vendor answers the same questions, the bids are comparable and the cheapest is not simply the one that left things out.
Why one clear request beats three phone calls
If you call three roofers and describe the leak a little differently each time, you get three quotes for three jobs. One may include replacing the flashing and one may not. A written request fixes the scope once, so the numbers you get back can be set side by side.
An assistant is good at this because it asks the questions you forgot. You give it the problem, and it returns a request that says what you want priced, what to include and by when.
What to tell the assistant first
- The address and unit, and whether the unit is occupied (the vendor will need to coordinate entry).
- The problem as you observed it, with when it started and anything already tried.
- Photos you can send and measurements you know, such as the size of the room or the model of the appliance.
- The outcome you want: repair, replace or "tell me which and why".
- Your deadline and any limit on working hours.
Leave out tenant names and phone numbers. The vendor can be given those later when you book.
The prompt
- Write a short request for a quote to send to a [trade, for example plumber] for this job: [problem and details].
- Ask the contractor to list in the quote: what work is included, what is not included, parts and labor separately, how long the job will take, the earliest start date and the warranty on the work.
- Ask them to confirm they are licensed where required, to send a certificate of insurance, and to provide a W-9 before payment.
- Ask for the quote in writing by email by [date]. Keep it polite and under 200 words.
Send the same text to every contractor you invite, with the same photos. For hiring checks, see vendor W-9 and insurance.
Compare the answers fairly
Paste each quote into the assistant and ask it to line them up in one table: price, what is included, what is excluded, start date, warranty and anything the vendor asked you to supply. The excluded column usually explains the price gap.
Example a made-up leak repair. Vendor A quotes $480 and says "includes drywall patch." Vendor B quotes $390 and says nothing about drywall. Vendor C quotes $520 including paint. After asking B, you learn drywall is $140 extra, so B is really $530. The cheapest quote on paper was the second most expensive, and the only one without a start date was also the only one that did not carry a warranty.
For a longer method, see compare contractor bids with AI.
Before you say yes
- Confirm the vendor's license where your state requires one, and the insurance certificate, before work starts.
- Get a W-9. Payments to a contractor above the IRS reporting threshold in a year may need to be reported on Form 1099-NEC; the IRS instructions give the current threshold and exceptions.
- Agree on the price, the start date and what counts as finished, in writing.
- Take before and after photos of the work.
How DoorKeeping handles it
With your assistant connected, you can log the repair as a work order and send it to a vendor by link with no account needed. The vendor can finish with photos and notes. You can also ask which vendors have a W-9 on file and which payees are missing one before year end. Rent stays in your own bank account, and anything involving money waits for your approval.
Sources
- IRS: Instructions for Forms 1099-MISC and 1099-NEC, read Oct 30, 2026
- IRS Publication 583: Starting a Business and Keeping Records, read Oct 30, 2026
- DoorKeeping: Connect Claude or ChatGPT (steps and tools list), read Oct 30, 2026
Questions
- How many quotes should I get for a repair?
- For small jobs one or two is enough. For larger work, three comparable written quotes make it clear what is normal for your area.
- Should I ask for a quote or an estimate?
- Ask for a written quote that states a price for a defined scope. An estimate can change, so ask what could change the number and by how much.
- Can AI tell me what a repair should cost?
- It can give a rough range and tell you what to ask, but it does not know your local prices. Use written quotes to decide.
- What should a contractor quote include?
- Scope, what is excluded, parts and labor, timeline, start date, warranty and payment terms. If any of those is missing, ask before you accept.