Customer requests a Smart Quote with photos workflow
How a customer's photos and guided answers move through Smart Quote's AI-assisted triage and the tenant's own pricing rules before a staff-reviewed quote is issued.
Available · Last updated 18 July 2026
The business problem
A generic enquiry form does not prompt customers for the right details, so staff often have to chase photos and follow-up questions before they can even start pricing.
Business situation
Businesses that quote from photos — leaks, damage, device faults, overgrown gardens — spend a lot of time going back and forth with customers just to get enough detail to price the job.
How KookaCRM solves it
Smart Quote asks the customer a guided set of questions and collects photos upfront, then uses optional AI analysis to classify and summarise the request. The tenant's own deterministic pricing rules — not the AI — decide whether to show an estimate range, produce a draft quote, or route the request to staff for review. Staff always confirm the quote before it goes out.
Recommended KookaCRM setup
Turn on Smart Quote for services where photo-based triage helps, configure the question set and upload limits, and define pricing rules that match how your team actually assesses jobs. Leave the instant fixed-quote mode off unless you are confident in a narrow, low-risk rule set.
Entry point and pricing model
Customer entry point: Smart Quote — a hosted page where the customer answers guided questions and uploads photos for a specific service.
Service pricing model: Quote-to-invoice: Smart Quote is an intake and quote-assistance layer, not a separate pricing model. Pricing still belongs to the service and is produced by the tenant's own rules and staff review.
Suitable business types
- Plumbers and other tradies quoting from photos of damage or leaks
- IT support triaging device faults from photos and symptoms
- Cleaning businesses estimating from room photos and condition
- Lawn and garden services estimating from site photos and dimensions
How it works
Customer opens the hosted Smart Quote page for a service and answers the guided questions, then
Customer uploads photos relevant to the job, then
Optional AI analysis summarises and classifies the request — this is assistive only and never sets the price, then
The tenant's own deterministic pricing rules evaluate the request and recommend a next step: an estimate range, a draft quote, manual review, or a request for an in-person inspection, then
Staff review the Smart Quote request on the intake desk, then
Staff convert the request into a quote (with a linked job, since quotes require one) and confirm the line items, then
Quote is sent to the customer, who accepts it as with any other quote-to-invoice job, then
Work proceeds to a job and invoice as normal once the quote is accepted
Customer experience
- Answers a short guided questionnaire about the job
- Uploads photos of the issue or site
- May see an acknowledgement or an estimate range if the tenant's rules support it
- Receives a staff-reviewed quote to accept
Staff actions
- Monitor the Smart Quote desk for new requests
- Review AI-assisted classification and photos
- Request more information or an inspection where needed
- Convert the request to a quote and apply the business's own pricing
- Send the quote and follow the normal quote-to-invoice process from there
What KookaCRM creates
- Smart Quote request
- Provisional job (created to support the quote)
- Quote (with line items)
- Invoice, once the quote is accepted and work proceeds
Payment flow
No payment is requested at the Smart Quote stage. Once staff convert the request into an accepted quote, invoicing and payment follow the same quote-to-invoice flow as any other quote.
Setup requirements
- Enable Smart Quote for the relevant service
- Configure the question set, upload limits and confidence thresholds
- Define manual review rules and pricing rules that reflect how your team actually prices jobs
- Leave instant fixed-quote mode disabled unless you have a narrow, well-tested rule set — it is off by default
Related guides
- Customer Entry Points
Smart Quote
A guided public quote request that uses AI-assisted analysis to help triage and classify jobs, while your own pricing rules — not the AI — decide the pricing outcome.
- Pricing and Sales Workflows
Quotes and Customer Acceptance
Build itemised quotes, send them for the customer to review and accept online, collect a deposit if required, and continue straight into a job or invoice.