Automate office tasks

Turn requests into quotes

Requests arrive by email or form. They become a draft quote that you only need to check and send.

Who it's for
Trades businesses, service providers, and small agencies that regularly write quotes on request.
Programs
  • Email inbox
  • Contact form
  • Price list
  • Quoting software
AI
Optional
Starting point
A small prototype for one type of request

The workflow at a glance · 6 steps

See it step by step
  1. Step 1 – Trigger: A request arrives
  2. Step 2 – AI · optional: The details are recognized
  3. Step 3 – Automatic: The customer is found or created
  4. Step 4 – Automatic: A draft quote is created
  5. Step 5 – You decide: You check and approve
  6. Step 6 – Result: Follow-up is scheduled
  • How a task flows
  • You decide here
  • Optional
Where things stand

How it often runs today

Requests come in through different channels: by email, through the contact form, sometimes with photos or measurements attached. Someone reads every request, looks up the right items in the price list, types the customer details into the quoting software, and has to remember to follow up later. It is careful work, and it repeats with every request.

Where it gets stuck day to day

  1. Customer details get typed in twice
  2. Quotes sit waiting when things get busy
  3. Following up depends on someone remembering
  • Read requests and pick out the details (between Email inbox and you)
  • Check form submissions (between Contact form and you)
  • Look up prices (between you and Price list)
  • Retype customer details (between you and Quoting software; point 1 above)
  • Copy line items (between Price list and Quoting software)
  • Send the quote (between Quoting software and Email inbox; point 2 above)
  • Remember to follow up (between you and Calendar; point 3 above)
Today: You are the link between five programs.Where it gets stuck (see above)
The workflow

Step by step

This is how the workflow can look once it is set up: six steps, one of them yours.

Step 1 – Trigger: A request arrives

A new email or a completed form starts the workflow. Nobody has to kick it off by hand.

  • Inbox
  • Form

Instead of: Check form submissions

Step 2 – AI · optional: The details are recognized

Name, contact details, requested service, quantity, and preferred date are read from the request. AI can help with free-form emails; forms work without it.

  • Email
  • Form

Instead of: Read requests and pick out the details

Step 3 – Automatic: The customer is found or created

If the customer already exists, their record is used. Otherwise a new one is created, without retyping.

  • Quoting software

Instead of: Retype customer details

Step 4 – Automatic: A draft quote is created

Matching items and prices come from your price list. The draft is created in your usual software and layout.

  • Price list
  • Quoting software

Instead of: Look up prices, Copy line items

Step 5 – You decide: You check and approve

You get a message with the draft, adjust what's needed, and send it. Nothing goes out without your approval.

  • Email

Step 6 – Result: Follow-up is scheduled

If there's no reply after a week, you get a reminder with a prepared follow-up message.

  • Calendar
  • Email

Instead of: Remember to follow up

What changes

The same programs, less manual work

Your programs stay. The workflow handles the work in between, and you step in where your decision is needed.

Today: You are the link between five programs.With automation: Your programs are connected. You approve.

  1. Before: Typing customer details into the quoting software by hand

    With the workflow: The details come straight from the request

  2. Before: Hunting for items in the price list

    With the workflow: The draft already contains the matching items

  3. Before: Following up when someone remembers

    With the workflow: The reminder arrives on its own

  4. Before: Requests spread across inbox and form

    With the workflow: One overview of all open requests

Building blocks

What the workflow is made of

Where the details come from, what connects them, and where they end up. Below: how you stay in control.

Input

  • Email inbox
  • Contact form

Processing

  • Automation that connects your programs
  • OptionalAI to read free-form text

Output

  • Quoting software
  • Calendar

Control

  • Approval by message
  • A log of every step

Your data

Wherever possible, we work with the programs you already use. We agree together beforehand which data goes where. We only use AI services with your consent.

How to start

Start small, then build out

We implement larger solutions in stages. Before you invest in expanding them, we test the first version in your business.

  1. One slice, up to your decision

    Prototype

    One type of request, one workflow: a small prototype tested with real examples.

  2. The whole workflow, in daily use

    Put it to work

    The workflow runs with real requests. You approve every quote.

  3. More inputs and results

    Build out

    More request types, automatic follow-up, and an overview of open quotes.

Sound familiar?

Tell us how requests reach you. In a free intro call, we'll look together at whether and how the workflow can be automated.

Book a free intro call