Draft estimate documents
Write the proposal from your site notes.
Wingman Flight Plan Specialist
Quinn
Proposal Specialist
Turns intake notes into a polished, line-itemed proposal in under 5 minutes. Sends it, follows up at the 3-day mark, and closes the deal — all without you opening the laptop.
What Quinn does
Quinn is the Wingman that finally kills the "I'll get you a quote tomorrow" tax. The moment your front-desk Wingman tags a job intake-complete, Quinn pulls the conversation, matches it to your service catalog, drafts a branded proposal with line items + totals + validity, and sends it through your built-in proposal tool. Three days later, no answer? Quinn writes a follow-up SMS that references the actual scope of the job — not "just checking in." When the customer accepts, Quinn moves the opportunity to Booked and hands off to Sophia or Henry to schedule. This is the closest-to-ship Wingman .
Capabilities
Built to do this every day.
01
Drafts proposals from intake notes
Reads the full intake conversation, matches services to your priced catalog, applies your discount + tax logic, and produces a branded estimate ready for one-tap review.
02
Native estimate integration
Writes the proposal as a real your CRM Estimate — your customer gets the same payment + acceptance flow you already use. No third-party PDF tool.
03
3-day follow-up with real context
If no response after 3 days, Quinn drafts a follow-up that references the specific scope, the price, and any concerns the customer raised in intake. Reads like you remembered the conversation.
04
Reply classification
Every customer reply gets tagged Approved / Has-Questions / Declined / No-Response. Approved deals auto-move to Booked. Questions route to you with the answer drafted.
05
Hands off cleanly on acceptance
On accept, Quinn moves the opportunity to Booked, fires the deposit-request workflow if you charge upfront, and tags Sophia or Henry to schedule the work.
06
Per-line margin awareness
Quinn knows your floor margins per service line and refuses to discount below them. If a customer asks for a price drop, Quinn suggests swapping a line item instead of slashing the margin.
On the job
Just a glimpse of what Quinn handles.
Quinn turns proposal-writing from a three-day slog into a same-day, on-brand quote that closes.
Instead of losing deals while you fumble for line items at 11 PM, every estimate goes out clean, priced, and tailored to the job in front of you.
Your team focuses on the site visit and the close. Quinn handles drafting, pricing, formatting, and follow-up.
Calculate line items
Pull pricing from your catalog and total the job.
Build scope-of-work sections
Lay out the scope in plain language for the customer.
Apply margin rules
Quote with your markup applied to every line item.
Match your shop's tone
Write proposals in your voice, not corporate-speak.
Pair photos with line items
Include site photos where they help explain the job.
Pitch service plans
Offer your service plan as an add-on where it fits.
Quote realistic start dates
Include real start windows in the proposal.
Note crew size needed
List the techs and equipment the job will need.
Run pre-send checks
Verify pricing, scope, and customer details before sending.
Email proposals to customers
Send the PDF straight to the customer's inbox.
Text the proposal link
Drop a link via SMS for fastest open rate.
Alert you on opens
Ping you the moment the customer opens the proposal.
Flag stalled proposals
Surface proposals untouched after seventy-two hours.
Send follow-up nudges
Send a soft check-in three days after the quote.
Revise on customer feedback
Edit and resend when the customer asks for changes.
Mark accepted proposals
Note when the customer signs and move the deal forward.
Tag declined proposals
Note declined quotes with the reason for later analysis.
Personalize the cover
Open the proposal with the customer's name and project.
Reference their last job
Mention prior work you've done for the customer.
Pull from your price book
Read your catalog so pricing stays consistent.
Filter line items by trade
Pull only the line items that apply to this job.
Highlight signature offers
Show the customer your most popular package up front.
Include current promo
Roll the seasonal promo into the proposal.
Show your guarantee
Add your warranty terms to every proposal.
Sign off in brand voice
Close the document with your tagline and signature line.
Verify pricing currency
Catch outdated rates before they reach the customer.
Run final checklist
Confirm every required field is filled in.
Forward complex jobs to you
Hand off proposals that need owner pricing.
Pace your send queue
Throttle sends so you're not bombarding the customer.
Verify customer email
Confirm the email on file before sending the quote.
Sound human, not legal
Write language that reads like a contractor, not a contract.
Mark next steps
Include the next action and a timeline.
Mirror customer's stated needs
Use the customer's own words for scope.
Track proposal opens
Watch which sections the customer spends time on.
Suggest add-on items
Recommend related upgrades the customer might want.
Recap weekly win rate
Show proposals sent, opened, and accepted per week.
Track response time
Measure how long customers take to respond.
Lock in price-valid dates
Note proposal expiration so prices stay current.
Convert to signed contracts
Move accepted proposals into the next stage cleanly.
In the field
Real scenarios.
Tuesday intake → proposal in your customer's inbox by lunch
Mia (Front Desk) takes a Tuesday morning call from a homeowner who wants a bathroom remodel quote. She tags the contact intake-complete with the full conversation notes.
Quinn picks up the tag inside 2 minutes, drafts the proposal with 7 line items, applies your standard 30-day validity, and sends your CRM Estimate. The customer gets it before lunch — back when this used to wait until you sat down at your laptop Friday night.
"Hi Marcus — your bathroom remodel estimate is attached. Quick scope recap: full demo, new vanity + plumbing rough-in, tile to the ceiling, frameless glass. Valid 30 days, deposit terms inside. Any questions, just reply here."
3-day silence on a $14k proposal
You sent Marcus the estimate Tuesday. It's Friday and crickets.
Quinn detects the silence, re-reads the intake conversation, and notices Marcus mentioned a hard budget cap of $15k. She drafts a follow-up that acknowledges the timing, references the budget, and gently offers a phased option (do the demo + rough-in now, tile + glass in 30 days). You approve in one tap — Quinn sends.
"Marcus — touching base on Tuesday's quote. You mentioned $15k was the ceiling — if timing's tight, I can split it into two phases that keep you under that on each. Want me to send the phased version?"
Estimate gets accepted at 9 PM
Late Friday, the customer hits Accept on your CRM Estimate.
Quinn moves the opportunity to Booked, fires the 50% deposit-request workflow, and tags Henry to schedule the job. By the time you check Saturday morning, the deposit is paid and the slot is on the calendar.
What you'll connect
Integrations
Required connections need to be wired before Quinn can fly. We'll guide you through every one during onboarding.
- ✓
your built-in proposal tool / Invoices API
Native — already in your account
- ✓
Your priced service catalog
We import it during setup or you paste it in
- ✓
Branded proposal template
Logo, footer, terms — one-time setup
- +
Owner approval phone / email Optional
Only if you want to review before send
- +
Stripe (for deposit collection on accept) Optional
If you charge deposits upfront
What gets deployed
Inside the build
When your estimate is accepted, our system automatically deploys these artifacts to your Wingman dashboard. No copy-paste, no manual setup.
- automation wired into your workflow editor — Quinn drops into any post-intake workflow
- On-Intake-Complete workflow that drafts + sends the proposal automatically
- 3-Day Follow-up workflow that fires only on no-response opportunities
- Reply classifier that handles approved / questions / declined / silent
- Acceptance trigger that moves the opp to Booked + tags the next Wingman
- Service catalog import — your priced services become Quinn's reference table
- Branded estimate template configured once + reused on every proposal
- Custom fields: proposal_status, proposal_total, proposal_sent_at
Ideal for
Trade businesses where every job needs a written quote — remodelers, HVAC installs, roofing, fencing, landscaping, custom millwork. If you lose deals because the quote takes 3 days to write up, Quinn is the fix.
FAQ
Common questions.
When does Quinn ship? +
Quinn is live — slated for of the build plan. That puts her roughly 4-6 weeks behind the v1 launch. She's the closest-to-ship live Wingman because she relies entirely on native your CRM primitives (Estimates API, Conversations, Opportunities) — no external integrations to wait on.
Can I get on the waitlist? +
Yes — book a call from the homepage and tell us Quinn is the one you want. We'll reach out the week she enters beta and offer the first cohort a discounted setup.
What's blocking ship? +
Nothing external — just engineering bandwidth. We're prioritizing the core customer-touching Wingmen (Mia, Sophia, Harper, Stella, etc.) first because they recover revenue faster. Quinn ships once those are stable in production.
Will Quinn send proposals without my approval? +
Configurable. Default ships with auto-send for proposals under a dollar threshold you set (most owners set it around $5k), and review-first for anything above. You can flip auto-send for all proposals once you've watched her work for a week.
What happens if Quinn quotes wrong? +
Every proposal logs the reasoning in the Flight Log — which catalog lines she matched, what discount rules she applied, the total math. You can correct any send and Quinn learns from the correction for your account. Catalog prices stay the source of truth — she never invents pricing.
Pairs well with
Build a crew.
Mia
Front Desk Wingman
Picks up your business line on the first ring, 24/7. Qualifies the caller with trade-specific questions and books straight onto your calendar.
Learn about Mia →
Harper
Sales Strategist
Texts every missed-call lead within 5 minutes. Runs a 5-step personalized chase that stops the second they book. Pings you the second a lead goes hot.
Learn about Harper →
Henry
Virtual Assistant
Confirms every appointment 24 hours out, parses reschedule replies into calendar slots, and drops a daily task briefing in your inbox at 7 AM.
Learn about Henry →
Ready to hire Quinn?
Tell us about your business and we'll send a tailored proposal with Quinn configured for your industry — within one business day.