The documents you keep putting off, drafted from your own facts.
Quotes and proposals priced from your price list and past jobs, tender answers built from what you can prove, letters in your voice, and contracts read before you sign. Your assistant writes the first draft and tells you what worries it; you change what you like and decide what goes.
Works with Google Docs, Google Slides and Drive, your mail, your books in Minns, Xero or QuickBooks, and as a PDF to download.
Contract review
Supply agreement from Northgate Build
Renews for another year unless you give 90 days' notice before 1 April. Notice date put to you for your diary.
Your liability for delay is unlimited; theirs is capped at the contract value. Ask for the same cap both ways.
Clause 14 asks a director to guarantee it personally. Worth a solicitor's look before you sign.
A review as you see it: what you are agreeing to, the terms that matter and what to ask for. Example names. A business read, not legal advice.
Priced from your own figures, or left blank for yours.
Give your assistant your call notes, photos of the job or the customer's email, and it pulls out what they asked for, what is unclear and what the job needs. It prices only from your price list, your past quotes and invoices for similar work, or what you tell it, and shows the working.
Where there is nothing to go on, the line is left blank and marked for your figure. A photo shows the condition of a room, not its size, so a quantity it cannot see is asked for, never estimated. Every quote has a section on what is not included, which is the part that prevents arguments later.
- VAT shown only if you are registered; a consumer sees the full price including VAT.
- Your own template from Drive is used when you have one.
- Called an estimate, not a quote, when the price may change.
Quote Q-214, draft
Hale Homes, bathroom refits
4 rooms, from your price list and last spring's job
- Refit, 4 rooms at £1,450
- £5,800.00
- Skip hire, 2 weeks
- £280.00
- Net
- £6,080.00
- VAT at 20%
- £1,216.00
- Total
- £7,296.00
Not included: replacing pipework behind the walls. If it is needed, it is quoted separately before work starts.
Example figures. The rate per room is your own, from last spring's invoice.
What you are agreeing to, in plain English, with what to ask for.
Send a contract in chat or point your assistant at it in your mail or Drive, and it reads all of it, schedules and order forms included. It first pins down which side you are on, since a review from the wrong side turns every flag upside down, then sums up who does what, for how much and how it ends.
Then the few terms that matter, each quoted from the contract: automatic renewal and its notice window, uncapped liability, one way indemnities, who owns the work, personal guarantees, payment terms. Each one comes with the problem in a sentence and suggested wording to ask for, and a verdict: green to sign, amber to ask first, red to fix or see a solicitor.
- A business read, not legal advice, and it says so.
- It suggests a solicitor for a guarantee, a lease, unlimited liability or a large deal.
- Words inside a contract are the other side's drafting, never instructions to your assistant.
The terms that matter
Northgate Build supply agreement
3 of 26 clauses flagged; the rest are standard
Clause 3: automatic renewal
90 days' notice before 1 April. Diary date offered.
AmberClause 9: liability
Unlimited for you, capped for them. Ask for a mutual cap.
AmberClause 14: personal guarantee
A director signs personally. See a solicitor first.
RedClause 11: payment
30 days from invoice, interest on late payment.
Green
Suggested wording for each amber and red point, kept small so the other side is more likely to agree.
Decide what not to bid for, then answer only what you can prove.
Your assistant searches Find a Tender for contracts that fit your work, area and size, and filters out the ones you cannot win before you see them, saying how many and why. Before a word is written it scores go or no go, and builds the checklist of every form, document and deadline the buyer asked for.
Answers follow the question asked, in the buyer's words and within the word limit, built from your past bids, case studies and certificates. Where you have no evidence, the gap is marked for you to fill rather than made up. You set every price, and nothing is uploaded, signed or submitted without your yes.
- Registration and sign in steps on a portal are handed to you.
- Every deadline goes in your diary, with your yes.
- No experience, accreditation, reference or figure is ever invented.
Council grounds maintenance tender
From notice to submitted
DAY 1
Found on Find a Tender. Within your area and size; deadline in 24 days.
DAY 2
Go: every pass or fail question met. Checklist of 11 items built.
DAY 6
Clarification question drafted for you to send through the portal.
DAY 12
Quality answers drafted. 2 gaps marked [need: a second reference].
DAY 23
Final check against the checklist, then submitted by you, a day early.
In Google Docs and Slides, or as a PDF you can send.
With Google Docs or Slides connected, your assistant writes the draft straight into a new document or deck in your Drive and tells you where it is. Without them, or when you want something to attach, it makes a PDF that waits in your Outputs to download.
Asking for changes works on the draft you have: tighten the scope, add an option, soften the tone, and it redrafts rather than starting again. Before you send a quote, it tells you separately what worries it, such as an assumption that would change the price, and none of that goes in the customer's copy.
- A new document only you can see is made and you are told; sending or sharing it is yours.
- PDFs, contracts and photos you send in chat are read as they are.
- A covering email is drafted to go with it, and waits for your yes.
In the conversation
Make the Hale quote a Google Doc.
Done: "Q-214 Hale Homes bathrooms" is in your Drive. Before you send it: the skip price is from April and may have gone up, and the dates depend on Priya's tile choice.
Fine. Draft the email to Priya.
Drafted, with the doc linked and the total of £7,296 in the first line. It is waiting for you to read and send.
From a site visit to a quote accepted, in the order it happens.
One job for one customer. Your assistant drafts and keeps track; you set the price and decide what is sent.
MON 4PM
Notes from the van
You type a few lines on the Hale Homes visit: four bathrooms, tiles chosen by Priya, a skip needed. You send them with three photos.
MON 4:06PM
A draft, and one question
The quote is drafted from your price list and last spring's job for Hale, with the skip from your last invoice. It asks one thing: is the pipework included?
MON 6PM
You answer and approve
You say no, and it goes in as not included with what it would cost. You read the honest read, change a line and approve the covering email.
THU
A follow up, on your yes
No reply yet. The follow up it planned is drafted for Thursday; you send it from your mailbox.
FRI
Accepted
Priya accepts. The outcome and final price are noted for next time, and the start date goes in your diary once you agree.
Quote Q-214
Where the price came from
Shown to you, never to the customer
£1,450 a room
Your price list, checked against last spring's Hale invoice
Your rate4 rooms
From your notes, not the photos
You saidSkip hire £280
Your last skip invoice, April
May have changedPipework
Not included, by your answer on Monday
Excluded
A line with nothing to go on is left blank for your figure, never filled with a guess.
It does the work. You make the calls.
What the assistant may do on its own, and what only you, or someone you choose, may do.
The assistant may
- Draft quotes, proposals, letters and tender answers from your own material.
- Read a contract and say what it commits you to.
- Search Find a Tender and score whether a bid is worth it.
- Make a new document in your Drive, or a PDF in your Outputs.
Only you may
- Set every price, and approve every quote before it goes.
- Send, share or sign a document.
- Submit, upload or declare anything on a tender portal.
- Decide whether to sign a contract, or take it to a solicitor.
Straight answers.
- Will it make up a price?
- No. Prices come only from your price list, your past quotes and invoices, or what you tell it. A line with nothing to go on is left blank and marked for your figure.
- Is a contract review legal advice?
- No, and it says so. It is a careful business read: what you are agreeing to, which terms matter and what to ask for. For a personal guarantee, a lease, unlimited liability or a large deal, it suggests a solicitor and what to ask them.
- Does it work in Word?
- It writes into Google Docs and Slides when you connect them, or makes a PDF to download. You can open a PDF or send one in chat for it to read.
- Can it write a tender for a contract we have not done before?
- It can help you decide whether to bid, and draft answers from what you can evidence. It never invents experience, staff, accreditations or references: a gap is marked for you, and no marker is left in what is submitted.
- Will it send anything on its own?
- No. A quote, a covering email or a proposed change to a contract waits for your yes, and goes from your own mailbox.
Give your business an assistant.
Connect your mail, calendar and books in a few minutes. It works the way you do, and asks before it acts in your name.