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AI at Work · Illustrative workflow

Estimates: follow-up

Keeping open buyer questions answered and owned

Between sending an estimate and approval, questions can sit in one person's inbox. In this proposed workflow, each open question has a named owner and a visible status until the buyer's next step is confirmed.

Buyer email · Commercial fit-out estimateDoes this scope include after-hours work?Owner response neededSee what passes to delivery ↗
AI links the questionRelevant estimate version and scope are brought together.
Staff decide and sendA person confirms the answer or revises the estimate.
Buyer’s step is recordedA sent reply and a confirmed decision are separate events.
An illustrative buyer question. AI does not change the price, scope or customer commitment on its own.

Linking the question to scope

AI matches the buyer's message to the right estimate and the scope lines it concerns, so the responsible person sees the question beside what was quoted. Staff correct the link if AI attached it to the wrong estimate.

Draft prepared, decision made by staff

AI can draft a reply from the estimate's own wording. The responsible person checks it, changes anything about price, scope or timing themselves, and sends it. The estimate itself changes only when staff revise it.

Open until the buyer's step is known

The question stays open until staff record what the buyer will do next. A sent reply shows the business answered; the buyer's decision is a separate event that staff confirm directly with the buyer.

Decide who owns questions on each estimate, which approved wording AI may reuse in drafts, and when an open estimate gets a personal check-in.