Automate Service Reports into Quotes
When your engineer finds a fault on a service visit, Build Concierge writes the quote for you. Automatically, within minutes of the report being completed.
No more quote flags sitting in a queue. No more starting from a blank page. No more remedial work going to whoever quoted first.
The problem
Your engineers find extra work on almost every maintenance visit. A failed light fitting, a corroded extinguisher, a part that needs replacing.
But between finding the fault and sending the quote, a lot can go wrong:
- The recommendation sits in a report nobody re-reads
- The office is too busy to write the quote this week
- Someone has to re-type everything the engineer already wrote
- By the time your quote goes out, the customer has already said yes to someone else
Every one of those is money you’ve already earned the right to win, lost.
What the automation does
The moment an engineer completes a service or maintenance report, Build Concierge:
- Reads the report, just like a person would, but instantly
- Spots every fault and recommendation, even ones the engineer forgot to tick a box for
- Matches it to the right customer in your job management system
- Builds the draft quote, with each recommendation listed and prices added automatically where you have a price list
- Tells your team it’s ready to review and send
That’s it. A finished draft quote, waiting for a quick check before it goes to the customer.
Important
Nothing is sent to your customer automatically. Your team always reviews the quote first. The automation just does the reading, typing, and setting up. The decision stays with you.
What you get
- Every fault becomes a quote
- Quotes ready in minutes, not days
- No re-typing
- First to quote, more often
- More revenue from visits you’ve already done
Nothing slips through the cracks, and quotes go out while the visit is still fresh in the customer's mind.
The engineer's report is the only thing anyone writes.
No re-keying, no extra site time, no extra sales effort. And being first to quote usually means winning the work.
Ways to run it
Every business quotes differently, so the automation flexes to match:
Fully automatic pricing
Engineers note faults using product codes, and the automation looks up each price and builds a fully priced quote.
No estimator needed.
Pipeline-ready drafts
Every recommendation lands as a line on a draft quote, with the original report attached for context.
Quality-checked first
Clear, complete reports become quotes automatically; anything unclear is routed to a person. Nothing gets quoted blindly.
Flag-only mode
Prefer to price manually? It just spots the recommendations, flags "quote required", and alerts your estimating team. Nothing gets missed.
This automation works across every service industry where a completed visit generates recommendations.
What you need
Just three things:
- Build Concierge connected to your job management system
- Your completed job reports emailed automatically
- A price list, if you want automatic pricing.
We support you in connecting to your Job Management System. Most of these systems email the job report on completion, so you're probably receiving these emails already. And if you don't have a price list, the recommendations in the quote can be listed unpriced for your team to price up at review.
One tip that makes a big difference
The more consistent your engineers' recommendations are (for example, always "quantity + part + location"), the more the automation can do, including pricing the whole quote for you.
Getting set up
Step 1: Talk to us.
Tell us what your service reports look like and how you like to quote. Every business quotes a little differently, and we tailor the automation to match.
Step 2: We build it with you.
We set the automation up around your report format, your customers, and your price list.
Step 3: Test with real reports.
We run a handful of your recent reports through it together, check the quotes look right, and then switch it on.
Most businesses are up and running within days.
Common Questions
No. The automation creates a draft. A person on your team always reviews and sends it.
The automation reads the whole report, not just the tick boxes. If the engineer forgot to tick “remedial work required” but wrote “unit failed, recommend replacement” in their notes, it still gets picked up. Anything ambiguous is flagged for a person to check.
No problem. Recommendations are listed on the draft quote unpriced, and your team adds prices when they review. Many businesses start this way and add automatic pricing later.
Different report types (fire extinguisher services, emergency lighting tests, PPM inspections) each get their own version of the automation, tuned to that report. They all work the same way.
If a report can’t be processed, say a customer can’t be matched, your team gets an alert straight away, so it’s dealt with immediately rather than discovered weeks later.
Ask yourself: how many visits per month flag work that never gets quoted? For most maintenance businesses, recovering even a fraction of those quotes pays for the automation many times over, from work your engineers have already found.
Ready to stop leaving quotes on the table?
Get in touch with the Build Concierge team and we’ll set it up around the way you work.
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Know What's Already Been Done at a Site, Before You Arrive
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Calculate job durations from labour hours automatically
Give your planners more time to organise the work. Build Concierge turns labour hours from incoming instructions into job durations, applying your agreed planning rules before the job reaches your job management system.
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Give your team time back from the very first customer contact. Build Concierge connects your CRM to your job management system, so new customer details can be matched or created automatically and your team can get on with arranging the work.
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