Enquiries with photos, delivery notes, material invoices and scheduling land in the office while everyone is out on site. An agent pre-sorts, prepares and only flags what you need to decide.
This work comes back every week, and nobody was hired for any of it.
- 01
Enquiries in the evening
Enquiries come in by email, web form and phone and get sorted after hours.
- 02
Quotes
Measurements, materials and line items are put together from scratch for every quote.
- 03
Delivery notes
Material invoices are matched by hand against delivery notes and sites.
- 04
Appointments
Site visits and jobs are coordinated between customer, team and calendar.
The office pre-sorts while you are on site.
Each of them can be started on its own. Critical steps go to a person for approval.
- 01
Sorting enquiries
Trade, scope, location and urgency are recognised from the enquiry and the photos.
- 02
Proposing site visits
Suitable slots from your calendar go to the customer as a proposal.
- 03
Draft quote
Line items and texts from your templates, prices from your costing, ready for approval.
- 04
Matching material invoices
Invoice, delivery note and site are brought together, and deviations are flagged.
- 05
Documents to accounting
Checked documents go to DATEV or your accounting software.
This is how an agent works on a typical case. An example of the approach, not a reference.
Input
A customer sends three photos and asks for a quote
Result
Appointment in the calendar, draft quote prepared
- 1
Understand
What needs doing, where, at what scope? Details visible in the photos are noted.
- 2
Ask back
If measurements or the address are missing, a short question goes to the customer.
- 3
Schedule
Two site visit slots from your calendar are proposed.
- 4
Prepare
A draft quote from your templates is ready after the visit.
ApproveHuman decides
You check price and scope and send the quote.
In addition to the data processing agreement, processing in Frankfurt and full logging, the following applies in this industry.
- 01
Customer addresses and photos
Enquiries contain addresses and photos from people's homes. Both are processed only for the job and deleted according to your deletion concept.
- 02
Processing in Frankfurt
Data stays in German data centres, not with a service based outside the EU.
- 03
Your prices stay yours
Your costing is not used to train third-party models.
Typical systems in this area. We check others in the initial call.
- DATEV
- lexoffice
- sevDesk
- Outlook
- Gmail
- Google Workspace
- Microsoft 365
Starter
One core process, properly automated
For most businesses, incoming enquiries or material invoices are the process that costs the most office time. That is one core process.
If enquiry, quote and invoice are to run together, the Scale package fits.
- One central process, such as incoming invoices or enquiries
- Connection to one existing system
- Maintenance, fine-tuning and server costs included
Is it worth it for a small business?
It fits best from around ten people in the office and with processes that recur every week. For smaller businesses we work out honestly in the initial call whether it pays off.
We already use trade software. Does that work?
The agent works with the software you have. Whether there is an interface we check in the initial call.
What about enquiries by phone?
The agent does not take phone calls. Whatever lands in the office as a note or an email, it sorts just like a written enquiry.
In the initial call we look at one concrete process and tell you honestly whether and how it can be automated. 30 minutes, free of charge, by video, in English or German.