AI for B2B Contractors: Use AI for Proposal Writing to Win Maintenance and Minor Works

This guide builds upon the insights originally presented in Tenfold Business Coaching’s article titled “Proposal Writing for B2B Contractors: Win Maintenance and Minor Works.” Its purpose is to demonstrate how you can leverage ChatGPT, specifically the free version, to transform that expert advice into practical, actionable tasks. Importantly, this process requires no complex integrations or automation tools – only the use of intelligently crafted prompts and clear instructions. By following this approach, contractors and business owners can streamline their proposal writing process, improve the effectiveness of their bids, and ultimately increase their chances of winning maintenance and minor works contracts.

Who this guide is for and what you will get

This guide is for B2B contractors who quote maintenance and minor works, including plumbers, sparkies, HVAC technicians, fire system specialists, and more. If you’re using business coaching services or working with a small business coach, this will help you apply proposal-writing advice using ChatGPT.

You’ll get a breakdown of each section from Tenfold’s proposal framework, clear instructions for using ChatGPT (free version only), and three example prompts per section to help you get started.

My opening position as a small business coach

As a small business coach, I know that quoting isn’t just about pricing; it’s about positioning. Facilities Managers want low-risk, professional contractors who understand their site and deliver reliably. This guide helps you use ChatGPT to write proposals that tick those boxes, without needing technical skills or paid tools.

The seven-part framework explained with exact wording

Each part of Tenfold’s framework is covered below. You’ll find a summary of the advice, followed by how to use ChatGPT to implement it, and three example prompts you can copy and paste.

Client Snapshot

Summary

Start with a one-line summary that names the client, site, and issue. This helps procurement teams process your quote quickly.

Using ChatGPT

Provide the client name, site and issue. Ask ChatGPT to write a clear, professional snapshot.

Example prompts

1. “Write a one-line client snapshot for Westside High School FM, Building B plant room, nuisance HVAC alarms.”
2. “Summarise this job: Bayside Retail, loading dock, broken roller door causing delivery delays.”
3. “Create a client snapshot for Northside Hospital, Level 3 bathrooms, repeated plumbing leaks.”

Executive Summary

Summary

Lead with the result. Describe what you’ll do and the business benefit in two to three sentences.

Using ChatGPT

Provide ChatGPT with the job details and the desired outcome. Request a concise summary that effectively presents the outcome.

Example prompts

1. “Write a two-sentence executive summary for clearing HVAC alarms and restoring reliability.”
2. “Summarise this job: replace faulty fire panel to meet compliance and reduce false alarms.”
3. “Create an executive summary for fixing blocked drains at a childcare centre to prevent closures.”

Scope of Works

Summary

Break the job into clear, measurable tasks. Each paragraph should describe the task, deliverables and acceptance criteria.

Using ChatGPT

Describe what you plan to do. Ask ChatGPT to rewrite vague tasks into specific, measurable ones.

Example prompts

1. “Rewrite this vague scope: ‘Check HVAC system and fix issues as needed’ into three measurable tasks.”
2. “Turn this into a clear scope: ‘Fix leaking tap and inspect plumbing’ for a school maintenance job.”
3. “Help me write scope paragraphs for inspecting, clearing and testing a blocked condensate drain.”

Pricing and Options

Summary

Present a fixed price for the scope, plus clearly priced options. Include GST status and payment terms.

Using ChatGPT

Ask ChatGPT to format pricing language, write payment terms and draft optional extras.

Example prompts

1. “Write a pricing section for $2,450 ex GST with options for after-hours attendance and spare parts.”
2. “Help me write a payment sentence: invoice payable within 30 days of issue.”
3. “Create a pricing table for a fire panel replacement with optional compliance testing.”

Risk, Safety and Compliance

Summary

List the certifications you’ll provide and what the client must do before mobilisation. Include licences, SWMS and site requirements.

Using ChatGPT

Provide your standard safety practices. Ask ChatGPT to write a compliance section.

Example prompts

1. “Write a safety and compliance section for HVAC works requiring SWMS, test certificates and client isolation.”
2. “Help me list compliance documents for a plumbing job at a hospital.”
3. “Create a sentence stating that works will be carried out by licensed technicians and require site induction.”

Timeline and Responsibilities

Summary

Assign realistic dates and name responsibilities. Include mobilisation time, on-site duration and reporting deadlines.

Using ChatGPT

Give your expected schedule. Ask ChatGPT to write timeline statements and clarify responsibilities.

Example prompts

1. “Write a timeline for mobilisation within five days, one-day onsite works, and report delivery within 48 hours.”
2. “Help me assign responsibilities for a fire system upgrade: client to provide access and permits.”
3. “Create a timeline section for a plumbing job with weekend access and two-day completion.”

Acceptance and Next Steps

Summary

Make it easy to say yes. Offer two acceptance options and include quote validity and contact details.

Using ChatGPT

Ask ChatGPT to write a plain-language acceptance section that encourages quick approval.

Example prompts

1. “Write an acceptance section offering approval by signed proposal or email PO.”
2. “Help me write a sentence: quote valid for 30 days, contact John Smith for scheduling.”
3. “Create a next steps paragraph for a minor works quote with clear approval instructions.”

Proposal template you can copy and paste

Use ChatGPT to build a reusable template. Feed it your preferred structure and request a clean version that you can adapt for each job.

Example prompts

1. “Create a proposal template using these headings: Client Snapshot, Executive Summary, Scope of Works, Pricing and Options…”
2. “Help me write a reusable proposal for minor HVAC works with placeholders for client name and site.”
3. “Generate a copy-paste proposal format for plumbing maintenance jobs.”

Pricing strategy that protects margin and simplifies approvals

Use ChatGPT to craft standardised pricing language and warranty clauses that minimise disputes and expedite approvals.

Example prompts

1. “Write a warranty clause: 90-day workmanship warranty covering scope items, defects to be reported within seven days.”
2. “Help me write a pricing sentence that includes optional after-hours attendance.”
3. “Create a fixed price paragraph for a roof repair job with allowance for unforeseen items.”

Practical wording that reduces back and forth

Ask ChatGPT to rewrite vague phrases into clear, measurable language that prevents disputes.

Example prompts

1. “Rewrite ‘carry out works as required’ into a measurable task for HVAC maintenance.”
2. “Help me replace ‘check plumbing’ with a specific scope for a school job.”
3. “Turn ‘fix electrical issues’ into a clear deliverable with acceptance criteria.”

Follow up cadence that respects busy Facilities Managers

Use ChatGPT to write polite follow-up emails that keep the job moving without being pushy.

Example prompts

1. “Write a one-line follow-up email reminding the FM of the proposal and asking for approval.”
2. “Create a follow-up email offering to clarify scope or timing after three days.”
3. “Write a final reminder email before quote expiry.”

Quote tracker for your team

Ask ChatGPT to help you create a simple tracker format or summarise quote data for team use.

Example prompts

1. “Help me create a quote tracker table with columns for date, client, value, status and decision maker.”
2. “Summarise these three quotes into a tracker format: Westside High $2,450, Bayside Retail $1,980, Northside Hospital $3,200.”
3. “Write a sentence explaining how to use the quote tracker to improve conversion rates.”

Common objections and short scripts you can use

Use ChatGPT to craft concise and professional responses to common objections.

Example prompts

1. “Write a response to a client asking for a lower price that restates the value and offers a staged approach.”
2. “Create a script for when a client requests more compliance documentation.”
3. “Write a reply offering a paid after-hours option for urgent works.”

Warranty, certification and claims handling made simple

Ask ChatGPT to write a simple warranty paragraph that covers duration, covered items and claim process.

Example prompts

1. “Write a warranty paragraph for a 90-day workmanship warranty with exclusions and claim instructions.”
2. “Help me explain how clients can make a warranty claim by email.”
3. “Create a sentence outlining exclusions for pre-existing defects and unauthorised modifications.”

Use proposals as a marketing lever

Use ChatGPT to tailor proposal language to different industries and draft retainer offers.

Example prompts

1. “Write a short paragraph for a proposal to a school FM showing we understand the education sector needs.”
2. “Create a retainer offer for monthly HVAC checks at a retail site.”
3. “Help me write a proposal intro that positions us as specialists in aged care maintenance.”

Quick final checklist before you send any proposal

Before you hit send, use ChatGPT to help you double-check your proposal for clarity, professionalism and completeness. You can ask it to review your draft or generate a checklist based on your structure.

Example prompts

1. “Create a checklist for reviewing a proposal with these sections: Client Snapshot, Executive Summary, Scope of Works, Pricing and Options…”
2. “Help me check this proposal for vague wording, missing compliance info and unclear pricing.”
3. “Write a final checklist to confirm quote validity, contact details and acceptance options are included.”

Closing from a business coach’s perspective

As a business coach working with small business owners and B2B contractors, I see firsthand how strong proposals can transform your win rate. Using ChatGPT (in its free version only) is a practical way to apply our business coaching advice without requiring fancy tools or technical expertise.

You don’t need to be a tech expert. You just need to know what to ask. With the right prompts, ChatGPT becomes a fast and reliable assistant that helps you write proposals that win work, protect your margin, and build trust with Facilities Managers.

Please let me know if you’d like help tailoring prompts to your specific trade or client base. I can also help you build a prompt library for your team to use across jobs. Simply get in touch.