Operations · Application area 14 of 26
AI Estimating and Quoting for Contractors
CyberGipsy installs an estimating assistant that reads drawings, photos and site notes, pulls quantities, applies your rate card and produces a branded quote in minutes. The estimator stays in control and approves every number; the hours of retyping disappear.
Definition. AI estimating is the assisted production of quantities, costs and quotes from drawings, photographs and voice notes, with human review of every figure before it is sent.
The problem this removes
- Quotes are written after 20:00 because that is the only quiet time.
- By the time the quote goes out, the customer has two others.
- Every estimator uses a slightly different spreadsheet and nobody can audit the numbers.
What we actually build
Rate card
Your labour, materials, plant and margin rules in one governed place.
Intake
Drawings, photos, voice notes from site, or a customer's description, all accepted.
Takeoff assistance
Areas, lengths and counts extracted and presented for confirmation.
Scope drafting
Inclusions, exclusions and assumptions written out properly, in your language.
Quote generation
Branded document, options and tiers, terms, validity, e-signature.
Approval workflow
Margin floors, sign-off thresholds, version history.
Follow-up and analytics
Sent, viewed, chased, won or lost, with reasons captured.
How the install works
Five steps. Nothing here is a workshop.
Codify the rate card
One source of truth replaces six spreadsheets.
Train on your past quotes
The assistant learns your scope language and your assumptions.
Run in parallel
For two weeks, every quote is produced both ways and compared.
Switch over
Once variance is inside tolerance, the assistant becomes the default.
Close the loop
Actual job costs feed back so estimates get more accurate each quarter.
What changes, in numbers
Honest ranges from installs of this type. Your baseline is measured during the diagnostic so the comparison is yours, not an industry average.
| Measure | Typical before | After install |
|---|---|---|
| Time to produce a quote | 2-6 hours | 15-40 minutes |
| Quotes sent within 24 hours of enquiry | 20-40% | 80-95% |
| Rate card versions in use | Several | One, governed |
| Scope disputes from vague quotes | Regular | Reduced by explicit assumptions |
| Estimate versus actual tracked | Rarely | Every job |
What AI will not do here
Automated takeoff is an assistant, not an estimator. Drawings are often incomplete, sites contradict the plans, and judgement about risk and buildability is exactly what an experienced estimator is paid for. Every figure is reviewed and signed by a human before it leaves the building, and we design the workflow so that skipping the review is not possible.
AI Estimating & Quoting: questions we get asked
Can it read architectural drawings?
It can extract measurable quantities from clear, scaled drawings and from photographs with a reference. Messy scans and hand-marked plans still need a person, and the system flags what it is unsure about rather than guessing.
Will it use my prices?
Only your prices. The rate card is yours, versioned, and nothing is priced from generic market data unless you explicitly allow it.
What about variations?
Variations are generated from site photos and notes, priced against the same rate card, and sent for approval before work proceeds. Unpriced variations are where fixed-price jobs lose money.
How accurate is it?
Accuracy is measured during the parallel-run phase against your own estimators. We do not switch over until the variance is inside a tolerance you set.
Does it integrate with my accounting system?
Usually yes. Won quotes can flow into invoicing and job costing so the same numbers follow the job through.
Who is responsible for the number?
The person who signs it, as always. The system speeds up preparation and enforces the margin rules. It does not take commercial responsibility.
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