Turn customer inquiries into draft quotes, ready to review

A customer inquiry, a few photos and a voice memo become a draft quote with line items from your own price list. The boss reviews it instead of typing it up.

Illustration with fictional sample data.

How it works, step by step

For trade businesses and service providers who end up writing quotes at their desk in the evening

  1. Collect
  2. Understand
  3. Price
  4. Draft
  5. Approve

  1. 1Collect

    The inquiry, photos, measurements and a voice memo recorded right after the visit all end up in one job file.

  2. 2Understand

    A language model works out what’s needed: trade, quantities, materials, special requirements. Missing details are listed as open questions.

  3. 3Price

    Line items with quantities, units and prices are put together from your price list and standard wording. Your rules for markups, travel costs and minimum quantities are built in.

  4. 4Draft

    The quote is created in your template, in your trade software or as a PDF, complete with a cover letter.

  5. 5Approve

    You review it, adjust prices or quantities and send it off. Whatever you change feeds into the next quote.

How it’s done today

The process we see in business after business before we get involved.

  • Inquiries come in by email, WhatsApp or phone, and they’re often incomplete.
  • After the site visit, notes and photos are scattered everywhere. The quote gets written late in the evening, or not at all.
  • Whoever sends a clear, professional quote first often wins the job.
  • Prices and wording are pieced together from scratch every single time.

What you need

We build on what you already have. You don’t need to buy anything new.

  • Your price list and standard wording (Excel, Word, software)
  • Trade and office software with an API or import function
  • Email, WhatsApp Business, website form
  • Voice memos from your smartphone

What you gain

The goal isn’t “having AI in your business.” It’s more time and less stress in your day.

  • Quotes go out the same day, not next week
  • Consistent quality in every quote, with no forgotten line items
  • The boss spends ten minutes reviewing instead of an hour typing
  • Handle more inquiries without more office work

Illustrative calculation

12 quotes a week at 60 minutes each: 12 hours at the desk.

With a draft to review, about 15 minutes per quote: 3 hours.

This is an illustrative calculation. Ten real inquiries will show us what it means for your business.

How we build it

For us, a language model is one tool within the process, not the process itself. Every workflow comes with fixed validation rules, connections to your systems and a person who handles exceptions. We start with a test run on real data from your business, show you the results and then decide together whether and how to move forward.

Frequently asked questions

Does the AI set the prices?

No. Prices come from your price list and your rules. The model works out which line items are needed and in what quantity. You always have the final say.

What about measurements?

Measurements taken from photos are estimates and are flagged as such. For binding quotes, you add the actual measurements, or the draft includes a caveat.

Will this work with our software?

If your software can import quotes or has an API, the draft goes straight in. Otherwise, you get it as a file in your template.

Is this a good fit for your business?

Tell us about your process. We’ll tell you honestly whether and how it can be automated, and we’ll start with a test run on real data.

Start a project

More use cases

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Or email us directly: kontakt@vectortec.de