Request detail — 7 Days to Air

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Summary

Problem: Quotes take two days: job details arrive as texts and photos, and we retype them into a spreadsheet quote.
Cost: About 7 h a week at $70/h
Offer: 3 options drafted, none chosen

Brief

Problem: Quotes take two days: job details arrive as texts and photos, and we retype them into a spreadsheet quote.
Who it affects: 2 estimators and 6 tradies, about 35 quotes a month.
Current workaround: Scroll back through texts and photos, retype the details into an Excel quote template, then email a PDF.
Cost of pain: About 30 hours a month across the two estimators; slow quotes lose jobs to faster competitors.
Tools & data: Texts, phone photos, an Excel quote template, Outlook.

Hours a month: 30. Hourly cost: $70.

Interviewer
What eats the most hours in your week? Describe the process, not your customers.
Client
Quoting. Job details come in as texts and photos, and we retype them into a spreadsheet quote. It takes two days.
Interviewer
Got it. Who does this work, and how many quotes a month?
Client
Two estimators and six tradies, about 35 quotes a month.
Interviewer
How many hours a month does it take the two estimators together?
Client
A lot.
Interviewer
Roughly how many hours a month does it take the two estimators together? A range is fine: 25 to 35 beats a lot.
Client
About 30. And slow quotes lose us jobs to faster competitors.
Interviewer
What do they do today, step by step?
Client
Scroll back through the texts and photos, retype the details into an Excel quote template, then email a PDF. That is texts, photos, the template and Outlook.
Interviewer
Brief complete. Check it over, then press Submit brief. The team reads it and replies with a proposal.

Options3

Job capture form

AI draft

Tradies send photos and notes from site through one form, and the quote template fills itself so the estimator checks and sends.

Works when: the 30 hours a month spent on quoting, falling to 12 within two months of go-live (from 30 to 12 within two months of go-live)
Price: $450 a month once it worksSaves ≈ $1,260/month · price is 36% of the saving
Effort: M · 10 builder days
Risks: Tradies must use the form · Photo quality varies

Price list and quote templates

AI draft

A maintained price list and standard job templates in the spreadsheet, so estimators pick items instead of retyping them.

Works when: quotes sent within one working day for 80% of enquiries
Price: $150 a month once it worksSaves ≈ $1,050/month · price is 14% of the saving Estimated from half the hours you gave us.
Effort: S · 4 builder days
Risks: Prices must be kept current

Quote follow-up reminders

AI draft

Sends each customer a reminder a few days after a quote goes out, and tells the estimator who has not answered.

Works when: quotes answered within 5 working days for 70% of customers
Price: $300 a month once it worksSaves ≈ $1,050/month · price is 29% of the saving Estimated from half the hours you gave us.
Effort: M · 8 builder days
Risks: Customers may ignore reminders

Offer

No offer yet. Choose an option, then approve it.

Files1

Quote template.pdfPDF, 180 KB

Details

Status

In review since 22 Sep

Assignee

Priority

4.2

About 7 h a week, strong fit, mostly reusable, medium effort.

Value: 4 / 5; About 30 hours a month across two estimators is a large, clearly stated cost.
Fit: 5 / 5; They named their tools and data, gave numbers, and the owner is in the conversation.
Reuse: 4 / 5; Most trades and field-service businesses quote from texts and photos the same way.
Effort: 3 / 5; The job capture form is a medium build with a photo-handling risk.

Effort counts the other way: a heavier build lowers Priority.

Client

Sam Reilly

sam@reilly.example

Personal link: used 6×, last 28 Sep 2026

Notes

From the client 0

Nothing from the client since they submitted.

Internal 0

No internal notes yet. Only the team sees these.

Details

Status

In review since 22 Sep

Assignee

Priority

4.2

About 7 h a week, strong fit, mostly reusable, medium effort.

Value: 4 / 5; About 30 hours a month across two estimators is a large, clearly stated cost.
Fit: 5 / 5; They named their tools and data, gave numbers, and the owner is in the conversation.
Reuse: 4 / 5; Most trades and field-service businesses quote from texts and photos the same way.
Effort: 3 / 5; The job capture form is a medium build with a photo-handling risk.

Effort counts the other way: a heavier build lowers Priority.

Client

Sam Reilly

sam@reilly.example

Personal link: used 6×, last 28 Sep 2026