Make a quote from a photo of an order form (Quick Quote)

How to photograph a handwritten order form on your phone and let IBIOS build the customer, the job and a draft quote from it, then check the result before you send anything.

Where: mobile · Who can use it: Sales and above (sales, senior sales, manager, director, owner). Installers and warehouse staff do not see the Quick Quote tile.

Screens may differ slightly from what you see.

What it is for

Quick Quote turns a photo of a paper order form into a draft quote. It saves you typing the same items into the system after a showroom visit or a site survey. IBIOS reads the photo with AI, creates the customer and the job if they are not there yet, matches the items to the product list, and makes a draft quote for you to check.

The draft is never sent to the customer by Quick Quote. You check it, then send it or change it as you would any other quote. See Work with a quote.

Who can use it

• Sales and above: the Quick Quote tile and the upload.
• Everyone else: the tile is not shown. If you need it and cannot see it, ask a manager.
• Costs and margins: the draft shows cost and margin only if your role can see costs. Everyone else sees the customer price.

How to use it

Take the photo

1. On the home screen, tap Quick Quote.
2. Tap Take Photo to use the camera, or Choose from Gallery to use a photo already on the phone.
3. Check the preview. The order form must be readable and fill most of the picture.
4. If it is not right, tap Choose Different Photo and try again.
5. Tap Process Quote.

Wait for the read

The screen moves through three messages: Uploading photo..., then Processing with AI..., then Reading order form with AI.... Keep the phone on this screen until it changes. Reading a full form can take a minute or more.

While it works, IBIOS does these four things, which the screen lists:

• Create the customer.
• Create the job for that customer.
• Match products from inventory to the items written on the form.
• Generate the quote, which is a draft.

When it finishes, the quote review screen opens on the new draft.

Check the draft

1. Read every line against the paper form: the product, the quantity, the price and the room.
2. Check the customer name and the job. If the read got the name wrong, correct it on the customer and job records before you go on, so the quote stays with the right person.
3. Set the fitting estimate on the quote if it is not set. A quote cannot be accepted or converted without one. See Work with a quote.
4. Only then send it or record a status change.

Tips

• Lay the form flat, with good light and no glare. Hold the phone over it, not at an angle.
• Photograph the whole form in one shot if you can. If the form runs over two pages, check with the office how to add the second page before you rely on the draft.
• Handwriting is read with AI, so treat prices as a draft until you have checked them against the form. Figures are read less reliably than printed text.
• If the read fails, the screen shows an error. Try again with a clearer photo.

Things to know

• The AI reads the photo. It does not confirm a price or a stock figure. The person who checks the draft does.
• Quick Quote creates customers and jobs. Check for an existing customer before you press Process Quote if you are not sure, so you do not end up with two records for one person.
• The phone version does not ask you to choose between similar customers. Where the name is unclear, check the customer on the web before you go on.

Related articles

• Work with a quote
• Find, add and check a customer
• Find and manage jobs
• Sign in and use your home screen on the phone