Priced from your book, not from guesswork.
Generates accurate quotes from approved price books and scope rules, while routing non-standard work for human approval (Internal). Standard quotes go out the day the scope is confirmed, and your estimators spend their time only on the ones that need them.
- Prices from
- Your approved rate card and materials catalogue
- Works in
- Sales Operations ( Internal )
- Runs on
- Estimates & Quotes and Invoice & Payments
- Escalation
- Your own thresholds for scope, terms and margin
what it is for
The standard quotes are holding up the hard ones.
Most of what a service business quotes is not unusual. A quarterly service on a known unit, a filter change, a compliance visit. Each one still has to be looked up on the rate card, multiplied by the right quantity and frequency, checked for the customer’s contract price, taxed, written onto a template and sent. That is an hour of an estimator’s day repeated many times over, and the genuinely difficult quote waits behind it.
AI Quoting Assistant takes the repetitive ones. It maps the confirmed scope to your approved price book, applies your quantities, frequency, discounts and tax, produces the proposal on your template and sends the standard quotes for acceptance. Custom scope, non-standard terms and anything that crosses a threshold you set stop with an estimator, priced as far as the book allowed and marked with the reason.
Priced from your rate card
Standard quotes go out
A scope that matches your price book is priced and sent without waiting for an estimator to find a free hour between the complicated jobs.
One approved price book
Every line comes from the rate card or materials catalogue you approved, at the version that was in effect on the day the quote was built.
Exceptions reach an estimator
Custom scope, unusual terms and quotes that cross your margin threshold are held and passed on, with the lines that caused it marked.
match the scope
Every line traced to a price book entry.
A quote is only defensible if you can say where each number came from. The agent matches the confirmed scope line by line to your rate card and catalogue, and names anything it cannot match.
Each line of the confirmed scope is matched to a labour rate or a catalogue item. Quantities come from the scope itself, not from an assumption about what a job of this kind usually involves.
At the cost and mark-up held against the item, including where that customer has a contract price for it. Where you hold stock, the item it prices is the item you actually carry.
Every priced line carries the rate card or catalogue reference behind it, so a customer question about one line can be answered without rebuilding the whole quote.
A scope item with no approved rate is left unpriced and named, rather than approximated from a similar line. The quote does not go out with a guess inside it.
Matched to the price book
apply your rules
Quantities, frequency, discount and tax.
Between a matched line and a sendable quote sit all the rules your business has accumulated. The agent applies them as they are written in your book, and tests the result against the thresholds you set.
A quarterly visit across a year is priced as the schedule you sell, not as one visit multiplied. Part years and mid-term starts follow the rule your price book already defines for them.
Contract rates, volume breaks and agreed customer pricing are applied where they exist on the record. A discount that is not already on the book is not one the agent can apply.
Your tax treatment, your validity period and your standard terms go on every quote. An expired quote is re-priced at current rates rather than reissued at the old ones.
Margin floors, value ceilings and anything you marked as needing review. A quote that crosses one is held with the reason named, rather than sent and reported afterwards.
Totals and thresholds
send or escalate
It knows what it should not price.
The value of a quoting agent is not what it prices. It is what it refuses to price. Everything outside your approved book stops, with the work it could do already done.
A quote fully matched to your book and inside your thresholds is produced on your template and sent for acceptance, with the acceptance written back to the record when it comes.
Custom scope, non-standard terms and margin exceptions stop with a named estimator. They arrive priced as far as the book allowed, so the estimator starts on the hard part.
Where there is no approved price there is no price. It does not extrapolate from a similar item, and it does not carry across a rate that was quoted to a different customer.
Each quote records the price book version in effect when it was built, so a quote sent last month can still be explained after your rates have changed.
Approved actions
how it works
Four steps, then it hands on.
The same four run on every quote. The fourth is the one that matters most: it knows when to stop and fetch an estimator.
-
compiles
Extracts validated scope items and matches them to your approved rate cards, labor standards, and material consumables.
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calculates
Calculates accurate pricing based on square meterage, service frequency, tier discounts, and applicable taxes.
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dispatches
Generates professional proposal documents and sends standard quotes directly to clients with digital signature acceptance.
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escalates
Identifies non-standard clauses, custom scope variations, or margin exceptions and escalates them to senior estimators for approval.
where the line sits
What it handles, and what it hands over.
Your price book and your thresholds decide which side of this line a quote falls on, and you can move either of them.
| Quote | What the agent does | Who finishes it |
|---|---|---|
| Standard scope, on the book | Prices it, produces the proposal on your template and sends it for acceptance. | Customer accepts |
| Repeat of a past quote | Re-prices the same scope at current rates and shows what moved since the last one. | Salesperson sends |
| A line with no approved rate | Prices everything it can and leaves that line unpriced and named on the quote. | Estimator prices |
| Below your margin threshold | Holds the finished quote and names the threshold it crossed. It does not send it. | Estimator releases |
| Discount or terms requested | Applies only what is already on the book, and passes the request on untouched. | Sales manager |
| Anything it cannot place | Leaves the quote in draft with the reason on it rather than pricing a guess. | Named estimator |
you set
Before it runs its first job, three things come from you.
- Approved master price book, labor rates, and consumables catalogue.
- Standard proposal terms, payment conditions, and quote validity windows.
- Escalation thresholds defining when a human estimator must review a quote.
None of it is a data migration. It reads the Sales Operations ( Internal ) records you already keep.
stays with your team
The assistant quotes strictly against catalogued rules and pricing formulas. It never improvises discounts or custom terms; anything outside standard scope is routed to management.
An escalated quote arrives priced as far as your book allows, with the unpriced lines named and the threshold it crossed written on the record.
rollout
Start it in draft only.
Most teams do not switch every action on at once, and nothing here requires it. The usual order:
Watch first
It prices in draft against your book and sends nothing. You compare a week of its drafts with the quotes your estimators actually issued.
Send one scope type
Release sending for a single standard scope, while everything else stays in draft for an estimator to read and release by hand.
Then widen the book
Add the next standard scope once you have checked a fortnight of them. Any scope can be pulled back to draft in one click.
works with
What it runs on, and what it hands to.
read next
What sits behind a defensible price.
before you switch it on
What teams ask about AI quoting assistant.
Only inside the rules you set. Anything outside them - listed under "you set" above - goes to a named person on your team, with the record attached. There is no state where it silently makes a judgement call you have not already approved.
Days, not months. It reads from the records you already keep in Sales Operations ( Internal ), so there is no separate data migration or new system for your team to learn before it can start.
Yes, instantly, and every action it took stays on the record so you can see exactly what it did and reverse it. Turning it off does not remove or hide anything it has already written.
No. It takes the routine, repeatable part of the job off their desk so they spend their time on the exceptions and judgement calls that actually need a person - the work listed under "stays with your team" above.
AI quoting assistant runs on your Sales Operations ( Internal ) records, alongside Estimates & Quotes and Invoice & Payments, so nothing needs re-keying between systems.
New quotes price from the version in effect that day, and every quote already sent keeps the version it was built on. The agent does not adjust a rate itself, and it does not re-price a quote a customer is holding without someone on your team asking for it.
Only where the discount already exists: a contract rate, a volume break, an agreed customer price. It has no authority to create one, and a request for something beyond the book is passed to your sales manager with the quote attached, not negotiated.
It prices the lines that match your book and leaves the rest unpriced and named. The quote then goes to an estimator rather than to the customer, so what arrives with them is a part-built quote, not a partial price.
See it on your own price book.
Book a demo
We will run it against your own price book, your standard terms and a handful of quotes you have already sent.
Book a demoSee the other nine
AI quoting assistant is one of ten agents on one job record, from first enquiry to paid invoice.
All AI agentsSee the platform
The field service system underneath: scheduling, work orders, assets, invoicing and the field app.
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