Tradespeople and freelancers: free yourself from admin work, from the quote to the reminder

A plumber, an electrician, a carpenter, a graphic designer, a consultant: the work is done during the day, the admin in the evening. Quotes to write, invoices to send, reminders to make, e-mails to sort. It is unbilled time, and it is often where business is lost: the quote sent too late, the forgotten invoice, the client waiting for an answer. That work can now be prepared automatically. Not “automate everything”: prepare, so that all you have to do is review and sign.

The quote, built from the request

A request comes in: a form on your site, an e-mail, a message with two photos of the job. Today you read it, open your quote template, look up your prices, type the lines. Tomorrow: the request is read by a model, the useful information is extracted (nature of the work, surface, deadline, address), and a quote is pre-filled from your prices and your past quotes. You receive it ready to review: you adjust a quantity, add a line, sign, it goes out. The quote leaves the same day instead of three days later.

The model does not invent your prices. It learns from your past quotes and your corrections: the more you validate, the more accurate the next one. What it does not know, it leaves blank, with the question. You remain the person who decides the price and commits the business.

The invoice and the reminder follow the same path

• Invoice: the accepted quote becomes an invoice at the moment you choose (end of job, deposit, monthly), with the lines already there. You check, you send.
• Reminder: at the due date, a polite reminder is prepared, with the right amount and the right reference. You send it in one click, or let the first one go automatically and keep control of the following ones.
• Tracking: a simple table, kept up to date by itself: quotes sent, accepted, pending; invoices paid, late. What you used to look up in three different folders fits on one screen.

E-mails, sorted before you read them

The same model that reads requests can sort the inbox: quote request, question about a job in progress, supplier invoice, advertising. Each e-mail arrives classified, attached to the right client or job, with a proposed answer when the question is simple (“when are you coming?”, “did you receive my payment?”). You read the proposal, correct it if needed, send it. Uncertain cases come up without a proposed answer: your call.

What stays in your hands

Everything that commits you: the price, the signature, sending an invoice, a firm reminder, an answer to an unhappy client. The chain prepares; it does not decide. That is the principle I apply in all my AI solutions: a model that learns from your decisions, a threshold below which it hands back to you, and a trace of every decision. A tradesperson who delegates data entry does not delegate the craft.

How it is put in place

• We start from your documents. Your quotes and invoices from the last two years, your prices, your quote template. That is what the model learns from. Nothing to retype.
• We plug in your tools. Your mailbox, your contact form, your invoicing software if you have one, or a simple spreadsheet. No extra software to learn.
• We start with quotes. That is where time is lost and business is won. Two to three weeks for a first pre-filled quote you review.
• We extend if it holds. Invoices, reminders, e-mail sorting, in that order, once the previous one runs without getting in your way.

And your data

Your quotes, your prices and your clients’ details stay with you, in a separate environment, with a model hosted in Switzerland or Europe when the nature of the data requires it. Nothing is used to train a public model. To go further, the digital sovereignty series describes the Swiss and European tools available.