The price list format that makes an AI agent quote correctly every time
When an AI agent quotes the wrong price, the cause is almost always the document it read: a price in a table with the unit in a header three rows up, a PDF of a photo, or "from RM 80" with the conditions on another page. Fix the list and the quotes fix themselves. Here is the format.
Quick answer
Write one line per item with the name, the price and the unit on that line, plus any condition in the same line: "Scaling and polishing: RM 150 per visit, 30 minutes, adults only." Spell out variants as separate lines rather than a grid. Use text or a text-based PDF, never a photo. Put things you do not want quoted in a separate note marked "do not quote, refer to staff". Replace the whole list when prices change.
The format
Haircut, women, short: RM 60, 45 minutes Haircut, women, long: RM 80, 60 minutes Haircut, men: RM 40, 30 minutes Colour, full head, short hair: RM 220 to RM 280 depending on length, 2 hours, patch test required 48 hours before Colour, full head, long hair: from RM 320, price confirmed at consultation, 2.5 hours Treatment, keratin: RM 450, 2 hours, includes wash and blow Blow dry: RM 35, 30 minutes, free with any colour service Deposit: RM 50 for colour and treatments, deducted from the bill, non-refundable within 24 hours
Each line stands alone. The agent retrieves lines, not pages, so a line that contains the item, price, unit and condition is a line it can quote correctly without context.
Eight rules
- One item per line. No grids, no columns. A table in a PDF often loses its headers when read.
- Price and unit together. "RM 25 per kg", "RM 150 per visit", "RM 900 per month".
- Conditions on the same line. Age limits, durations, what is included, deposits.
- Variants spelled out. Small, medium, large as three lines, not one line with three prices.
- Ranges with the reason. "RM 220 to RM 280 depending on length" quotes well; "RM 220+" does not.
- Text, not images. A photo of a menu has no text to read. Export a text PDF or paste the lines.
- A do-not-quote note. Items priced case by case go in a separate note: "Bridal packages: do not quote, book a consultation."
- Replace, do not append. Two price lists in the knowledge base means either could be quoted. Delete the old one the day the new one goes in.
Back it up in the instructions
Add two lines to the agent's instructions: "Quote only prices in the price list, exactly as written, with the conditions. If an item is not listed, say you are not sure and offer to check." That closes the gap for anything the list missed. Then test with three listed items, one unlisted item and one do-not-quote item; the twenty-message test includes these. ReplyKit's unanswered-questions list will show any price it could not find, which is your cue to add the line.
Frequently asked questions
Why does my AI agent quote the wrong price?
Usually the price list: a grid that lost its headers, a photo with no text, or two versions in the knowledge base. Reformat as one line per item and replace old versions.
Can the agent read a PDF menu?
Yes if the PDF contains text. A scanned image or a photo cannot be read; export it with text or paste the lines.
How do I stop it quoting things I price case by case?
Put them in a separate note marked do not quote, and instruct the agent to book a consultation for those.
Should prices go in the instructions?
No. Instructions describe behaviour; prices go in the knowledge base where they can be replaced.
How do I update prices?
Upload the new list and delete the old one. The agent quotes from the new list immediately.
Paste your price list and test a quote
One line per item, then ask the test chat three prices. 7-day free trial.
Sources and further reading
- Harvard Business Review, The Short Life of Online Sales Leads (Oldroyd, McElheran, Elkington, 2011) · firms that responded within an hour were about seven times more likely to qualify the lead
- ReplyKit Terms of Service, section 4 · prices quoted by the agent are made on your behalf
ReplyKit is an independent product and is not affiliated with or endorsed by Meta or WhatsApp. This article is general guidance for running a small business, not legal, financial or regulatory advice.