How it works
Seven steps, with the human decision in the middle
The workflow is intentionally linear. Reading and matching can be automated. Approving a price cannot.
- 1
Create the quote and paste the brief
Start a quote, pick or add the client, and paste the brief. You can save it before analysis if you need to stop, and the saved text is what gets analysed later.
- Supported uploads are converted to text before analysis
- The original text is kept with the quote for reference
- 2
Read the structured extraction
QuotePilot returns a summary, a list of stated facts, a list of reasonable requirements, and the questions it could not resolve. Each item shows how confident it is and, where possible, the part of the brief it came from.
- Assumptions are labelled as assumptions
- Open questions are separated from confirmed scope
- 3
Review suggested matches
Each requirement is offered against your catalogue with a unit, a quantity and a match status. Matched items are ready to accept. Unmatched items need a decision: create a catalogue entry, price it manually, or drop it.
- Unmatched items stay out of the total until you deal with them
- You can edit quantity, unit and description before accepting
- 4
Work the numbers
Accepted items become line items. QuotePilot calculates subtotal, discount, taxable revenue, tax, total, cost, gross profit and margin using your rates. Warnings appear when margin falls below your threshold or when the discount is larger than the approved level.
- Optional items are separated from the mandatory total
- Only owners and admins can apply a discount
- 5
Answer the open questions
Technical and commercial risks sit alongside the quote. Deal with the ones that change the price before you lock it. Answered questions are recorded so the next person does not ask twice.
- Risk levels are shown as low, medium or high
- Your answers stay with the quote version
- 6
Lock the version
Locking freezes the quote and writes an immutable version, recording who locked it and when. From that point the quote cannot be edited in place. A later change creates a new version instead of quietly altering history.
- Locking requires an owner or admin role
- Locked versions cannot be updated or deleted
- 7
Generate and send the proposal
QuotePilot renders a PDF from the locked version and gives you a private link to share with the client. Sending an email is a separate, deliberate step, and the sent proposal always matches the approved numbers.
- The public link exposes only the proposal, not your workspace
- Proposal status tracks generated, sent, accepted and declined
If the AI provider fails
Your brief is kept and the quote stays in a readable state. You can retry the analysis without creating a duplicate quote, and nothing is half-written.
If the match is wrong
Reject the suggestion or edit the line before accepting it. Rejected suggestions are recorded so the recommendation is not silently re-added.
If the scope changes later
Revise the locked quote into a new working version, change it, and lock again. The client still has the version they were sent.
Walk through it with your own catalogue
Most teams paste a recent brief during their first session and compare the result with the quote they actually sent.