Quote, Proposal and Document Automation
The quote goes out while they are still thinking about it. Assembled from a call or a form, priced from your own price book, sent for signature and chased to a yes, for trades, agencies and professionals across metro Detroit and Michigan.
Talk to usIn short
The quote assembled from the call, priced from your own book, on your template, sent for signature with the deposit link, and followed up until it is signed or declined.
- Typed once, by nobody
- Every number from your price book
- Signature and deposit in one message
- Followed up until yes or no, then stopped
Why the first quote wins
The customer is comparing quotes. Yours is not there yet.
The Harvard Business Review audit of 2,241 companies found the average first response to an enquiry was 42 hours, and that the companies that responded within an hour were nearly seven times as likely to qualify the lead. A quote is a response. It obeys the same clock.
We build the engine that turns the call or the form into the quote: line items from your price book, on your template, with your terms, sent for signature with the deposit link while the customer is still on the driveway. Then it follows up, in your voice, until they sign or say no. The evening of paperwork is gone, and so is the competitor who got there first.
Illustrative. The line items and the prices come from your own price book; a person approves anything the rules did not cover.
- 42 hours
- the average first response to an online enquiry, across an audit of 2,241 companies
- 7x
- more likely to qualify the lead when the contact came within an hour, in the same study
Oldroyd, McElheran and Elkington, The Short Life of Online Sales Leads, Harvard Business Review, 2011.
In the work
From the call to the signature
From the call or the form
The details of the job captured from the site-visit call, the web form or the text thread: the quantities, the options, the address, the date. Typed once, by nobody.
Priced from your price book
Every line item comes from a price book you maintain: your rates, your margins, your minimums. The system never invents a number, and anything the book does not cover goes to you before it goes out.
Built to your template
Your terms, your brand, your scope wording, your exclusions. The quote a customer receives looks like the one you would have written by hand at your best, every time.
Signature and deposit
Sent for e-signature with the deposit link in the same message. The signed copy comes back to your files, the deposit lands in your processor, and the job is created in your system.
Chased to a yes
A follow-up two days after the quote is opened, another a week later, in your voice, stopped the moment they sign or say no. The quote that is never followed up is the one that goes to the competitor.
Every other document too
Contracts, scopes of work, change orders, service agreements, welcome packs, completion certificates. Assembled from the same record the quote came from, so the address is right on all of them.
Getting there
Gather, map, build, connect, run
- 01
Gather the templates and the price book
Your best quote, your terms, and the prices as you actually apply them, including the exceptions nobody wrote down. Most of the value of this step is finding out the price book has three versions.
- 02
Map the inputs
What has to be known to quote a job, and where it comes from: the call, the form, the photos, the visit. The questions the system asks are the ones you would ask.
- 03
Build the assembly
Inputs in, line items out, on your template, with your terms. Tested against the last twenty quotes you sent by hand until it matches them.
- 04
Connect signature and payment
The e-signature and the payment processor you use, or ones we set up in your accounts, so a signed quote is a job and a paid deposit is a booking.
- 05
Run it
Monitored, repaired when a system changes, reported monthly: quotes sent, time to first quote, opened, signed, and the ones that went quiet.
Fitted work
What comes up here, specifically
The roof after the hailstorm
A spring storm across Oakland or Macomb County puts two hundred roofs on the market in a week, and the homeowner signs with the first credible quote in their inbox. A quote assembled from the site visit and sent from the driveway is that quote.
The no-fault packet
For a therapy or chiropractic clinic, the auto no-fault claim under MCL 500.3157 carries its own paperwork. The packet is assembled per claim from the file and tracked as status: what has been sent, what the adjuster asked for, what is missing. Operational documentation, not a legal determination, and never a coding decision.
The bid in the buyer's language
A quote for a customer in Dearborn or southwest Detroit goes out in Arabic or Spanish alongside English, from the same price book, with the same terms.
The change order on the job
The wall that was not in the plan, the panel that has to be replaced. The change order is assembled on site, signed on a phone, and priced from the book, so the conversation about it happens before the work rather than at the invoice.
Right time when
When this is worth doing
A good fit
- Quotes are written in the evening and sent the next day
- The price book lives in the owner's head or in three spreadsheets
- Quotes go quiet and nobody follows up
- The same details are retyped from the visit to the quote to the invoice
Not a fit
- Every job is priced from scratch by an estimator and no two are alike
- You send a handful of quotes a month and enjoy writing them
- Your terms have never been written down, in which case that comes first
Scope
What we do not build
Set the price
Every number comes from your price book. When a job has something the book does not cover, the quote waits for you. We build the engine; we do not decide what your work is worth.
Write your terms
The terms, the exclusions and the warranty language are yours or your attorney's. We assemble them; we do not draft them, and nothing here is legal advice.
Send what you have not approved
Approval before sending is a rule you set: every quote, only the large ones, or none. The system respects it, and shows you what it would have sent.
Reasonable to ask
Before you commission it
Where do the prices come from?
From a price book you maintain: rates, margins, minimums, the discounts you actually give. The system assembles from it and never invents a number. When a job needs something the book does not cover, the quote waits for you, and the book gets a new line.
Can someone review a quote before it goes out?
Yes, and you decide when: every quote, only ones above a threshold, only ones with an item the book had to flag, or none. The rule is yours and can change as the system earns trust.
Which e-signature and payment tools does it use?
The ones you already use, through their own integrations, or ones we set up in accounts you own. We do not name vendors until we have connected one for a client. Either way the signed copy and the money land with you, not with us.
Does it handle change orders?
Yes. A change order is a small quote assembled on site from the same price book, signed on a phone, and attached to the job. The conversation about the extra happens before the work, which is when it should.
We are an agency, not a trade. Does this apply?
Yes. A proposal is a quote with more words. Scope, deliverables, timeline and fee assembled from a discovery call into your template, sent for signature, followed up. The same engine, a different document.
Send us your last three quotes.
And the price book, in whatever state it is in. We will tell you what an engine built from them would produce, how long the first quote would take, and which of the three had a number the book did not agree with.
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