Estimates sent the same day and followed up until the customer decides
A done-for-you quotes and estimates automation is an AI agent that turns a tech's or estimator's site notes, photos and measurements into a draft estimate in your field service or construction software, then follows up on every open quote until the customer accepts, declines or sets a decision date. BufferSol builds it inside Jobber, ServiceTitan, Housecall Pro or Buildertrend. Your estimator approves every price before anything reaches the customer.
- Live in 3 to 6 weeks
- Works with Jobber, ServiceTitan and more
- People approve what matters
Is this you?
For home service and remodeling contractors that send dozens to hundreds of estimates a month, such as HVAC replacements, roofing, plumbing repipes, electrical upgrades and kitchen or bath remodels.
- Estimates go out days after the site visit because the estimator writes them at night.
- Your software shows a long list of open quotes no one has touched in weeks.
- Follow-up depends on whoever remembers, and most quotes get one reminder at best.
- You cannot tell lost-on-price quotes from quotes where the customer just went quiet.
- Good-better-best options are built from scratch each time instead of from your price book.
Today vs done for you
The current way, and the new way
What your team does by hand today, and what the automation does instead, step by step.
How it works today
- The comfort advisor or estimator visits the home, takes photos and jots measurements in a notebook or the mobile app.
- Back at the office or at the kitchen table, they build the estimate line by line from the price book and old quotes.
- The quote goes out by email or text, sometimes two or three days after the visit.
- If the customer does not reply, someone may send one reminder; most open quotes are never touched again.
- Months later, during a slow week, the owner scrolls old estimates and calls a few, many of whom already hired someone else.
What it quietly costs you
- · Marketing and site-visit time are spent on leads that go cold for lack of a follow-up.
- · Estimators spend evenings on paperwork instead of running more appointments.
- · Quotes are inconsistent in price and scope, which creates disputes and margin leaks later.
How it works done for you
- After the visit, the agent reads the estimator's notes, voice memo, photos and measurements from the job record in Jobber, ServiceTitan, Housecall Pro or Buildertrend.
- It matches the work to your price book items, labor rules and good-better-best templates and drafts the estimate with clear scope and exclusions.
- The estimator reviews the draft on a phone or laptop, adjusts any line, and approves it; nothing is sent without that approval.
- The agent sends the estimate with a short personal note and records a follow-up plan based on job size and season.
- It follows up by text and email on your schedule, answers simple questions from the approved scope, and books a call with the estimator when the customer has questions about price or options.
- When a customer accepts, it marks the quote won and moves it to scheduling; when they decline or go quiet, it records the reason and stops.
- Every message, reply and status change is logged on the quote so managers can review the pipeline.
Your people
What changes for your team
| Role | Today | Done for you |
|---|---|---|
| Estimator or comfort advisor | Typing quotes at night and trying to remember which customers to call back. | Approving drafts in minutes and spending time on customers who asked real questions. |
| Office manager | Chasing estimators for quotes and keeping a spreadsheet of follow-ups that is always out of date. | Watching a live pipeline of open, won and lost quotes with reasons. |
| Owner or sales manager | Finding out a big job was lost only when the customer's neighbor mentions another contractor. | Reviewing close rates by job type and estimator, and adjusting price book and offers with real data. |
The numbers
What it's worth to you
Estimate the time and cost you get back with your own numbers. We baseline the real figures in week 1 and track these KPIs from day one.
Example inputs · change them to yours
The automated share covers drafting from notes and price book, sending and routine follow-up; pricing decisions and sales conversations stay with your estimators.
Staff time back
25 hours a month
About 0.2 full-time people freed for higher-value work
Capacity reclaimed a month
$875
A year
$10,500
An estimate from your inputs only. In week 1 we measure your real baseline, so results are tracked against your own numbers.
Visit-to-quote time
We measure the gap between the site visit and the quote being sent, using timestamps in your software, before and after launch.
Quotes with an active follow-up
We count open quotes that have a scheduled next touch versus quotes with no activity for a set period.
Quote close rate by job type
We baseline accepted versus sent quotes for the last few months and track the same split by job type and estimator.
Recorded loss reasons
We track how many closed-lost quotes have a reason captured and report the most common ones monthly.
Estimator admin time
We ask estimators to log quote-writing time for a sample week before launch and compare it with draft-review time after.
Works with the tools you already use
- Jobber
- ServiceTitan
- Housecall Pro
- Buildertrend
- QuickBooks Online
- Twilio
- Gmail or Outlook
- CompanyCam
- Google Drive
Guardrails built in
- No estimate, price change or discount reaches a customer without an estimator's approval.
- The agent drafts only from your price book and templates; it flags any line it cannot match instead of inventing a price.
- Follow-up cadence and quiet hours are set by you, and customers who ask to stop are never contacted again.
- Every draft, edit, message and customer reply is logged on the quote with who approved what and when.
Why it hurts today
What teams say about this work
Common complaints from operators, reviewers and industry research.
Many contractors hand over an estimate and then wait for the customer to call, which leaves the outcome to chance while the customer collects other bids or gets busy.
Contractors focus on new leads and active jobs, so sent estimates are neglected and only revisited when work slows down, letting the revenue the marketing paid for slip away.
Open estimates often have no assigned owner or next step, follow-ups go out as the same generic nudge for every customer, and postponed quotes get lumped in with real declines.
Buildertrend reviewers describe clunky estimate and change order steps, such as opening each change order one by one and struggling to print estimates with client pricing rather than builder costs.
Done for you
Live in 3 to 6 weeks
We do the build, the integrations and the rollout. Your team gives us access, reviews the pilot and approves go-live.
- 1
Week 1
Discovery and access
We map the workflow with your team, agree the outcomes and KPIs, measure today's baseline and get secure access to your tools.
- 2
Weeks 2–3
Build and connect
We build the agents and connect your systems, with your rules, approval steps, permissions and logging.
- 3
Weeks 3–5
Test and pilot
We test on your real history, then run a pilot on live work while your team reviews what the agent does.
- 4
Weeks 4–6
Go live and hand over
We roll out in stages, train your team, hand over dashboards and runbooks, and keep improving it with you.
Executive Ask: ask your business anything
One plain-English assistant connected to every system you run: CRM, helpdesk, ERP and accounting, HR, inbox and docs. Leaders get sourced answers in seconds and can trigger actions with approval. It respects everyone's existing permissions and logs every answer.
See Executive AskAsk it, for example
- Which estimates over our average job size are still open, and when was each customer last contacted?
- What were the top reasons we lost replacement quotes this quarter?
- Which estimator has the highest close rate on repipes, and how fast do they send quotes?
Will the AI set our prices?
No. The agent drafts estimates only from your price book, labor rules and templates, and it flags any item it cannot match. Your estimator reviews every draft and approves the final price, options and scope before anything goes to the customer. Over time the agent can point out where quotes for similar jobs vary a lot, but pricing decisions stay with your team.
Does it work with our field service or construction software?
We build it inside the tools you already use. For service work that is usually Jobber, ServiceTitan or Housecall Pro; for remodeling and building it is often Buildertrend. The agent reads job notes and photos, writes draft estimates and updates quote status through their APIs or approved integrations, so your team keeps working in the same screens and reports.
How long does it take to go live?
Most contractors are live in 3 to 6 weeks. We start by mapping your price book, estimate templates, follow-up rules and the job types you quote most. Then we connect your software, test drafts against recent real jobs with your estimators, and run a supervised period where every draft and follow-up is reviewed before it goes out.
What does it cost?
Cost depends on how many estimates you send, how many job types and templates you run, and which systems we connect. A single-trade service company and a design-build remodeler need different setups, so we do not publish a price. Pricing is quoted after a short scoping call where we look at your current quoting process and pipeline.
Will customers feel spammed by follow-ups?
You set the cadence, the channels and quiet hours, and messages are written to match the job and what the customer said, not a generic reminder. The agent asks for a decision date, respects requests to stop, and hands the conversation to your estimator when there is a real question. The goal is that each customer gets a clear answer, not more messages.
Pairs well with
Sales
Proposal & Quote Generation
Accurate proposals and quotes drafted from the call, not rebuilt from scratch
See the outcomeHome Services & Construction
Missed-Call Capture & Job Booking
Every call answered and booked, even when your techs are under a sink
See the outcomeHome Services & Construction
Job Completion, Invoicing & Review Requests
Finished jobs invoiced the same day, paid sooner and reviewed by happy customers
See the outcomeSources
- Customer Follow-Up Crucial to Avoid Wasted Business Opportunities, Plumber Magazine
- The Importance of Customer Follow-Up, Plumber Magazine
- Estimate Follow-Up for Contractors: 5 Messages and When to Send Them, Contractor+
- Buildertrend Reviews 2026. Verified Reviews, Pros & Cons | Capterra, Capterra
Get Quotes & Estimates done for you
Tell us about your volumes and tools. A senior engineer replies within one business day with scope, timeline and cost.
Live in 3 to 6 weeks · Priced after a short call · Company emails only