AI chatbot quotation
AI chatbot quotation template: knowledge document preparation, conversation flows and response quality checks on separate lines. Download it as Excel or Word.
Templates by industry
- Knowledge document preparation
- Conversation flow implementation
- Response quality evaluation
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Knowledge document preparation", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Response quality evaluation", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
Deliver and prepare billing
Deliver the agreed test results and configuration notes, and assign owners for outstanding items. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.
A chatbot project succeeds or fails on the material it answers from and on how its answers are checked, and a quotation should price both openly. This template separates preparing the client’s knowledge documents, building the conversation flows and evaluating response quality against agreed test questions. It suits developers and agencies building a support or sales assistant on a client’s own content, and it keeps the language model provider’s usage fees out of the build price.
Fields to prepare
- Deliverables and line items
- Knowledge document preparation, Conversation flow implementation, Response quality evaluation: specify the planned quantity and delivery scope for each item.
- Knowledge document preparation
- Count the source documents or pages and say what preparation means, such as removing outdated content and splitting long manuals.
- Conversation flow implementation
- List the flows by name, for example order status, returns and handover to a person, and the channels where the bot will run.
- Response quality evaluation
- Give the number of test questions and the pass threshold agreed with the client, such as 90 of 100 answered correctly.
- Environment and dependencies
- Record target systems, integration counts, data volume and who supplies test access.
- Acceptance and support
- Set acceptance scenarios, the review window, support duration after handover and excluded work.
- Scope to agree
- Define the document count, conversation flows, evaluation question set and response-quality acceptance criteria.
Before sending
- Does “Knowledge document preparation” say what is included and what quantity the price assumes?
- Would the customer read “Conversation flow implementation” the way you do, including what it leaves out?
- Can you still honour the price of “Response quality evaluation” on the last day the quotation is valid?
Show 3 more
- Separate third-party service charges from implementation fees.
- Agree who handles the production transition and what recovery work is included if it fails.
- Check quote validity, the customer approval method and payment milestones.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Knowledge document preparation | 20 × $750.00 | $15,000.00 |
| Conversation flow implementation | 6 × $750.00 | $4,500.00 |
| Response quality evaluation | 8 × $750.00 | $6,000.00 |
| Subtotal | $25,500.00 | |
| Sales tax (8%) | $2,040.00 | |
| Total | $27,540.00 | |
Quoted net amount $25,500.00, sales tax $2,040.00, quoted total $27,540.00.
What the document must show
The details a quotation has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write a quotation: format, example and checklist
Frequently asked questions
Who pays for the model’s usage after launch?
Say it in the quotation. Usually the client opens its own account with the model provider and pays usage directly; if you pass usage on, quote it as an estimate with a monthly cap, separate from the build.
What if the client adds documents after the evaluation?
New documents can change answers that already passed, so quote additions as a new preparation line plus a short re-evaluation with the same question set. That keeps the original acceptance meaningful.
Should the quotation promise an accuracy rate?
Promise the test, not a result in daily use. Name the question set and the threshold for acceptance, and say that questions outside the supplied documents are not covered by the figure.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $2,040.00 on a net amount of $25,500.00, for a total of $27,540.00. The editor recalculates all three when you change a quantity, a price or the country.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.
Read next
Reading for the AI chatbot quotation: How to write a quotation: format, example and checklist and Quotation vs invoice: differences and timing. The VAT and GST calculator adds tax to your quoted prices.