The same job details, typed once instead of four times.
Scenario: A contractor retyping the same job details four times
An inbound request becomes a structured job record, a drafted quote, a scheduled follow-up, and an invoice — with the owner approving at two points and typing at none.
typing instead of four
to first response
quotes sent without approval
The problem
The details of a job get retyped into a text thread, a notebook, a quote template, and finally accounting software. Each retype is a chance to lose the job or bill it wrong, and the whole chain waits on one tired person at 9pm.
How the system works
- 1
One intake, many front doors
Website form, click-to-call, and forwarded email all write to the same job record. An email parser pulls address, phone, and job type out of free-form messages.
- 2
Instant acknowledgement
The customer gets a reply in under a minute with a name, a realistic response window, and what to have ready. This alone changes the win rate on shopped jobs.
- 3
Draft quote assembled from a price book
Line items pulled from the business's own rates, with quantities pre-filled from the intake answers. It is a draft, always — never sent automatically.
- 4
Owner approves from a phone
One screen: the job, the draft, an edit box, approve or reject. Approval sends the quote as a link the customer can accept with a signature.
- 5
Follow-up runs itself
Day 2, day 5, day 12 nudges, cancelled the instant the customer accepts, replies, or the owner marks it dead.
- 6
Accepted becomes scheduled becomes invoiced
Acceptance writes the job to the calendar; completion triggers the invoice from the same line items, so the bill always matches the quote.
What keeps it safe
The part most vendors leave out of the demo.
- No quote and no invoice ever leaves without human approval
- Every automated step is idempotent — a duplicate webhook cannot double-bill anyone
- Failed steps retry with backoff, then raise a visible alert rather than failing silently
- The price book lives in a spreadsheet the owner already edits, not buried in the app
Typical build time
2–4 weeks
Starting price
$2,250
Every build starts with a written scope and a fixed quote. Larger systems begin with a $2,500 paid discovery, credited toward the build — and yours to keep either way.