Voice job capture
Record on a phone at the job, or type. Transcribed and structured into a strict schema.
Quoting for HVAC & mini-split installers
Talk through the job.
Leave with the quote.
QuoteFlow turns a spoken walkthrough into an itemized quote, priced from the company’s own past jobs and approved by the owner before anything reaches a customer.
- Voice or typed job capture
- Real past jobs drive every price
- QuickBooks invoices and Pay Now links
New job● Recording
Extracted
2 zones
12k + 9k BTU
35 ft line set
Attic access
Masonry penetration
Floors? · asked
Sample job shown
Built for Blue Light Home Solutions, an HVAC and mini-split installation company, as its first customer.
How it works
From the driveway to a sent quote, in four steps.
-
01
Talk through the job
Walk the property, tap the microphone and describe the job the way you’d tell a coworker. QuoteFlow transcribes it and pulls out zones, BTU, line-set length, access and electrical details.
-
02
Answer only what’s missing
Anything you didn’t mention is left blank, never guessed. It asks one round of follow-ups about the details that actually change the price, with quick-tap answers.
-
03
See the evidence
A transparent difficulty score with the reasons behind it, the closest matches from the company’s own past jobs, and a price range computed from what those jobs really sold for.
-
04
Approve, then send
The owner sets the final number. Equipment is costed from the price book, the quote becomes a branded PDF, and it converts to an invoice that syncs to QuickBooks.
Job workspaceVoice
“…condenser on the side of the house. About thirty-five feet of line set through the attic, and we’re going through brick on the back wall.”
SystemDuctless mini-split
Zones2
Capacity12,000 + 9,000 BTU
Line set35 ft
AccessAttic
FloorsNot mentioned
Follow-up questions1 round
How many floors is the install across?
123+
Is there a free breaker in the panel for a new circuit?
YesNoNot sure
Is the existing equipment being removed?
YesNo
✓ We have most of what we need.
Difficulty & historyMedium confidence
6.2/ 10
- Attic access required Adds crawl time and heat exposure.
- Masonry/concrete penetration Requires specialized drilling equipment.
- Multi-floor installation Longer runs between zones.
Closest past jobs
2-zone · 12k + 9k · attic$7,950
2-zone · 12k + 12k · brick$8,600
2-zone · 9k + 9k · attic$7,400
$7,400$8,600
Historical installation range · suggested $8,050
Quote Q-1048Price approved
$8,200
Suggested $8,050 · override logged with reason
Equipment · 12k + 9k BTU heads, condenserPrice book
Installation · 2 zones, 35 ft line set$8,200
Material / accessory · line hide, padPrice book
PDFQuote ready to email · converts to invoice · syncs to QuickBooks
Sample data shown
Pricing logic
The AI never sets the price. The company’s own jobs do.
Every number comes from the equipment database, the company’s historical jobs, or the owner. The language model handles words; money is plain arithmetic in one audited place.
The AI may
- Transcribe speech and turn it into structured job data
- Identify equipment and difficulty factors
- Ask follow-up questions about missing details
- Write descriptions and summarize similar past jobs
The AI may never
- Invent equipment prices, SKUs or supplier costs
- Make up tax rates or silently change a price
- Send a quote or issue an invoice on its own
- Decide a final price without the owner approving it
It learns how the owner actually prices.
Every time the owner overrides a suggestion, the change is logged with the job’s characteristics and an optional reason, building a company-specific pricing history. New companies can import past invoices so suggestions start from their real numbers on day one.
Everything in one place
Quotes, invoices and the numbers behind them.
Explainable difficulty
A 0–10 score built from concrete factors like attic access, brick, line-set length and floors, always shown with reasons. The owner can override it.
Historical comparison
Deterministic similarity scoring against the company’s own past jobs returns the closest three to five, with their real prices.
Quote builder
Line items costed from the internal price book, discounts, tax, deposits, customer and internal notes, and a full audit trail.
Branded PDFs & email
Quote and invoice PDFs in the company’s branding, sent by email with a price breakdown and a resend button.
Quote to invoice
Approved quotes carry their line items, discounts and deposit into an invoice, with room to add extra work.
QuickBooks Online
Customer and invoice sync, payment status synced back automatically, and a real Pay Now link on invoices.
Price book & markups
Equipment catalog with CSV import and markup rules the owner controls, plus team roles and permissions.
Designed and built by Astel Solutions
Software built around one company’s real numbers.
QuoteFlow is a private tool, made for the way Blue Light Home Solutions quotes and invoices. If your trade business prices jobs from experience, a tool like this can be built around yours.