01 the business
Kitchen and bathroom renovation company
35 staff, six crews
The estimator promises things on site that never reach the job sheet. Accepted quotes sit in an inbox while customers wait for a start date. Materials are ordered late, and crews find access problems on the day.
02 before
The problem
The estimator promises things on site that never reach the job sheet. Accepted quotes sit in an inbox while the customer waits to hear a start date. Materials are ordered late and the crew discovers access problems on the day.
- Customers wait a week or more after accepting.
- Site notes and promises are lost.
- Materials arrive after the crew.
03 the build
What the AI does
- Step 1: Watches for accepted quotes and signed approvals in ServiceTitan, Jobber or your inbox.
- Step 2: Creates the job with the full scope, special requests and site notes taken from the quote and emails.
- Step 3: Builds a materials list and drafts purchase orders for items not in stock.
- Step 4: Raises the deposit invoice in Xero or QuickBooks and sends it to the customer.
- Step 5: Proposes start dates based on crew calendars and confirms the booking with the customer.
paused: waiting for a person to approve
How it was put together
- Watched for accepted quotes and signed approvals.
- Created the job with full scope, special requests and site notes from the quote and emails.
- Built the materials list and drafted purchase orders for items not in stock.
- Raised the deposit invoice and proposed start dates from crew calendars.
04 human in the loop
Where a person stays in charge
The operations lead checks the job and materials list before purchase orders are sent and before a start date is confirmed.
- The operations lead checks the job and materials list before orders are sent.
- Start dates are confirmed by a person before the customer is told.
- Deposit invoices follow the agreed payment terms only.
05 rollout
From kickoff to live in 4 weeks
- Week 1Map the handover checklist and the systems involved.
- Weeks 2–3Run on new acceptances with the operations lead checking every step.
- Week 4Make it the standard handover.
06 after
What changes
Nothing promised in the quote gets lost on the way to the job. Customers hear back quickly and crews arrive prepared.
Assume 40 accepted quotes a month and 2 hours of admin each to hand over by hand, falling to 30 minutes of checking.
40 × 2 hours = 80 hours a month today. 40 × 30 minutes = 20 hours. 60 hours a month saved.
What to measure
- Days from acceptance to confirmed start date.
- Jobs delayed by late materials.
- Site surprises reported by crews.
- Deposit collection time.
07 evidence
What the research says
About 75% of generative AI's potential value sits in four areas: customer operations, marketing and sales, software engineering, and R&D.
Gartner research put the average cost of poor data quality at $12.9 million a year per organisation.
Gartner, Data quality: why it matters and how to achieve it (opens in a new tab) · 2020
08 lessons
Mistakes to avoid
- Leaving site notes in the estimator's head. Capture them in the quote.
- Ordering materials automatically. Check quantities first.
- Confirming dates the crew cannot meet.
09 questions
Common questions
- Does it work for manufacturers?
- Yes. Accepted quotes become works orders with materials and capacity checks.
- Which tools does it connect?
- ServiceTitan, Jobber, simPRO, Pipedrive, Xero, QuickBooks and Google Calendar.