Services / Enquiry to Quote
Enquiry to QuoteEvery enquiry in your job system, with a quote ready to check
Enquiries from your web form, email, text and Facebook land in ServiceM8, Fergus or Simpro with the details filled in. A draft quote built from your own price list waits for you to approve.
Works with
- ServiceM8
- Fergus
- Simpro
- Xero
- Web forms
- Text
The office retypes every enquiry, and the slow ones go cold
Enquiries arrive five different ways: the website form, the office inbox, a text to the boss’s phone, a Facebook message, a voicemail someone wrote down.
Someone reads each one and retypes the name, address, phone number and job into ServiceM8 or Fergus. The ones that come in at 9pm wait until morning. Some sit in an inbox for days.
Then the quote gets built by hand from the price list, between other jobs. By the time it goes out, the customer may have rung someone else.
What happens, step by step
From the moment it starts to the result, step by step. The AI steps are marked.
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1
Trigger
An enquiry comes in
From your website form, your office inbox, a text or a Facebook message. Each source is connected once, at the start.
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2
AI used here
The enquiry is read
AI reads the free-text message and pulls out the name, phone, email, address, the kind of job and how urgent it sounds. If something is missing or unclear, the enquiry is flagged for a person instead of guessed.
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3
Plain rules
A job or lead is created
Through ServiceM8’s API, Fergus’s open API or Simpro’s API. Existing customers are matched on phone or email so you don’t get duplicates.
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4
Plain rules AI used here
A draft quote is built
Quote lines come from your own price list, picked by rules you agree (job type, call-out, standard items). AI only drafts the short cover note, in your wording.
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5
You approve
You check it and send it
The draft sits in your job system. You edit what you like and send it yourself. Nothing goes to a customer until you do.
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6
Result
The customer hears back sooner
Every enquiry is logged with the time it arrived and the time it was answered, so the numbers below count themselves.
A number you can check yourself
Two numbers, measured from your own systems before the build and again 30 days after it goes live. Both go to you in writing.
Time to first reply
How long from an enquiry arriving to the customer hearing back from you.
Quotes sent per week
How many quotes actually go out, compared with the enquiries that came in.
We don’t promise a figure in advance. We measure yours, before and after, and give you both.
Where AI is used, and where it isn’t
AI is only used where the input is messy or where wording needs drafting. Everything else is fixed rules that do the same thing every time.
AI is used for
- Reading messy, free-text enquiries and pulling out the details
- Spotting when an enquiry is unclear, so a person looks at it
- Drafting the short note that goes with a quote, in wording you’ve set
Plain rules handle
- Creating the job or lead and matching existing customers
- Choosing quote lines and prices, from your own price list
- Sending anything to a customer. You do that
- Deciding which jobs to take on
The software it connects
ServiceM8
Jobs, clients and quotes created through ServiceM8’s API.
Fergus
Jobs and quotes created through Fergus’s open API.
Simpro
Leads, customers and quotes created through Simpro’s API.
Xero
Used where your customer list lives in Xero, so contacts stay consistent.
Where enquiries come from
Website forms, a shared inbox (Gmail or Outlook), text messages and Facebook Page messages. We confirm each one works with your setup before you pay.
On Tradify? Tradify has no public API, so we can’t connect to it directly. Builds are limited to your inbox and Xero. We’ll tell you on the intro call whether that’s worth doing.
One fixed price, then your choice
All prices are in NZ dollars, + GST. Never billed by the hour.
$3,000+ GST, fixed
- Week one: scope and access. Week two: the build, in your accounts
- Live within 14 days of kickoff, or half the fee back
- Monitoring and alerts, and a runbook
- 30 days of tuning after it goes live
$300/month + GST
- Monitoring, and fixes when a vendor or AI model changes
- A monthly results report in your own numbers
- Month to month, 30 days’ notice
- Or run it yourself with the runbook
Paid by you, at cost
Running costs for this flow are usually an automation tool plan (Make, n8n or Zapier) of under about $30 a month, plus a few dollars of AI at typical enquiry volumes. You get the figures for your volume before you agree.
Tools run in your own accounts and are billed to you directly. No markup.
Founding rate: the first three customers get a Flow Sprint for $2,200 + GST, in return for a before-and-after measurement, a named case study and one introduction. How it works.
Ask for a 90-second demo of this flow on your own form
A short screen recording of Enquiry to Quote running, set up with your business name and your own website form. Free, and no call needed.
Questions people ask
Will it send quotes without me?
No. It builds a draft and stops. You check it, change what you like and send it from your job system.
What if an enquiry is vague, like “can you come look at my hot water”?
The job still gets created with whatever details are there, and it’s flagged so a person follows up. It doesn’t invent an address or a price.
Do I need a new website form?
Usually not. We connect the form you have. If your form can’t pass enquiries on, we’ll say so and suggest the simplest fix.
We use Tradify. Can this work?
Only partly. Tradify has no public API, so we can’t create jobs in it directly. We can still gather enquiries into one inbox and draft replies. We’ll tell you plainly whether that’s worth paying for.
Can I see it working first?
Yes. Ask for a demo and we’ll send a 90-second recording of the flow running on your own website form, with your business name on it. It’s free.
What happens when ServiceM8, Fergus or Simpro changes something?
Flow Care covers it: we watch the flow and fix it when a vendor changes. Or you run it yourself with the runbook we hand over.
See Enquiry to Quote running on your business
Ask for a free 90-second demo, or book a 20-minute intro call with Miro.
Not sure yet? Take the free Readiness Check.