Quote and estimate drafting for owner approval
Field notes are formatted onto the business's quote template and labeled as a draft the owner must approve.
Office help for HVAC, plumbing, roofing, electrical, landscaping, pool and cleaning businesses. SI drafts, tracks and reminds; the owner approves every quote and message. No pricing promises, no safety or code advice, and customers' information stays private.
Worth knowing: Office support only: SI does not set or promise prices, give safety, repair, code or insurance advice, or make any commitment for the business. The owner or an authorized person reviews and approves every quote, schedule commitment and customer message. Licensing, advertising, deposit and permit rules vary by state, and customer information is used only in checked tools with access controls. SI never sets a price on its own judgment, never decides what work is needed, code-required or safe, never writes contract terms, and advertising, license-number, deposit and permit rules vary by state and are the owner's to apply. SI does not write insurance-claim or deductible messaging; check your state's rules.
The problem
Writing up a quote from field notes takes evenings.
What SI does
From the owner's price list, rates and the job notes or measurements the owner provides, SI formats a clear quote draft on the business's template (scope, materials, exclusions, terms as written by the owner) labeled DRAFT, owner must approve, and flags missing information.
Examples
The same job looks different in different businesses. These are illustrations, not client results.
- Solo plumber
Job notes for [Address] are placed on the owner's template. Missing measurements are flagged, and every price waits for the owner.
- Two-crew roofing business
The draft is labeled DRAFT, owner must approve. The license number is left for the owner to add.
- Small HVAC company
Exclusions and terms come only from the owner's template. SI does not decide what work is needed.
What it takes to set up
GemmiSI sets this up on your own equipment and accounts; your data stays with you. Before connecting anything that holds customer information, the business checks the tool's terms and data practices, sets access controls and limits SI to the minimum necessary. Start with sample or made-up information. Start from the owner's price list, template, and a sample of job notes. Mark which fields SI may fill. Setup is often a few days.
What a human still checks
- The owner or office manager approves before anything goes to a customer, vendor or inspector.
- SI never sends a quote, takes a payment, books a job or submits anything on its own.
- Urgent or unusual items go to a "needs owner review" queue.
- The business decides what customer data SI may see, and testing starts with sample information.
- The owner or estimator checks the scope, measurements and every price, adds the license number and any required notices, and approves and sends the quote.
Try it yourself
Paste this into your SI tool of choice and swap the [bracketed] parts for your own details. It asks SI to stop and show you before it does anything.
From this price list and template [paste] and these job notes or measurements [paste], format a quote draft labeled DRAFT, owner must approve. Flag missing information. Do not set a price on your own judgment, decide what work is needed, or write contract terms. Do not decide prices, code requirements or whether a permit is needed. Do not send anything. Do not decide prices, code requirements or whether a permit is needed. Pause and show me before sending, quoting, booking, ordering or changing anything. Use only the sample or made-up information I provide; do not include real customer names, addresses or payment details.
Next step
Want this built? Book a free 30-minute consult
Bring one real example, such as an export, an inbox, or a spreadsheet. We will map the steps and decide what SI drafts and what you approve.