QuoteFlow
QuoteFlow is a private quoting and invoicing tool built for Blue Light Home Solutions, an HVAC and mini-split installation company. A contractor walks a property, describes the job by voice, answers a few follow-up questions, and gets a price suggestion drawn from the company’s own historical jobs. The owner approves every number before anything is sent. The app itself sits behind the company’s login, so the link opens a public showcase of how it works, filled with sample data.
- Type
- Quoting and invoicing app
- Relationship
- Client project, private tool
- Live at
- quoteflow-hvac.vercel.app
- Services
- AI Solutions, Automation
The challenge
Quoting installation work is slow and inconsistent. The details that drive the price, like attic access, a brick wall or a long line set, live in the installer’s head, and the best reference for what a job should cost is what similar jobs actually sold for, which is usually buried in old invoices.
Let the owner quote a job from the driveway, keep every price grounded in the company’s real numbers, and never let software send or change a price without a person approving it.
What we built
We built a web app around a strict rule: the AI handles words, never money. Speech is transcribed and turned into structured job data, missing details are asked about rather than guessed, and a transparent difficulty score explains itself. Price suggestions are plain arithmetic over the closest matches from the company’s own past jobs, and the owner sets the final figure, with every override logged. Quotes become branded PDFs, convert into invoices, and sync to QuickBooks Online.
The details that mattered.
The most important design decision was what the AI is not allowed to do: invent equipment prices, make up tax rates, change a price silently or send anything on its own. All totals are computed in one audited place, and companies can import past invoices so suggestions start from their real numbers on day one.
- Voice or typed job capture, structured into zones, capacity, line-set length, access and electrical details
- One round of follow-up questions about only the details that change the price
- An explainable 0–10 difficulty score the owner can override
- Price ranges and suggestions computed from the company’s most similar past jobs
- Quote builder with a price book, markups, discounts, tax, deposits and an audit trail
- Branded quote and invoice PDFs by email, quote-to-invoice conversion, and QuickBooks sync with a Pay Now link
See it for yourself.
QuoteFlow itself is private to the company that uses it. The showcase explains how it works, using sample data.
