Same-meeting Deck Estimate Generator Agent
Rep records CompanyCam walkthrough and Polycam scan on-site, then spends 24 hours dictating notes into ChatGPT, sending output to a back-office VA, and waiting for a Google Sheets proposal. Customer goes cold or calls competitors.
Rep selects CompanyCam project, uploads Polycam measurements, adds notes, and generates a branded estimate on iPad in the meeting. Rep reviews and exports PDF. Customer commits while excited.
24-hour quote turnaround kills deals before they close.
Today a deck sales rep drives to the site, records CompanyCam photos and Polycam scans, then spends 24 hours dictating notes into ChatGPT and sending them to a back-office VA who assembles the proposal in Google Sheets.
Site visit with CompanyCam and Polycam, then 24 hours of manual assembly before the customer sees a proposal.
Lost deals, cold leads, and a hard ceiling on how many jobs you can close per week.
Same-meeting estimate closes deals before the rep leaves the site.
Estimate generates and renders on iPad during the site visit, not 24 hours later.
Agent reads your Google Sheet price book directly. Global talent keeps Materials, Labor, and Quoting Rules current; the agent stays in sync without redeploys.
Rep reviews the draft estimate, edits line items, and approves before the customer sees the PDF. No surprises.
Manager sets a global gross-profit target that flows through every quote. Sales rep never sees the cost basis or margin math.
The agent reads the CompanyCam walkthrough and Polycam measurements, pulls pricing from your Google Sheet price book, and renders a branded estimate on iPad while the rep is still at the customer's kitchen table. The rep reviews the draft, adjusts line items if needed, and exports a final PDF. No 24-hour wait. No cold leads. Deals close in the meeting.
Four steps from site visit to branded estimate.
The rep follows a simple flow on iPad: select the CompanyCam project, upload the Polycam measurements, add notes, and generate the estimate.
Rep picks the walkthrough project from CompanyCam. The agent reads the photos and transcribed voice notes.
Rep uploads the Polycam Blueprint+Measurements PDF, DXF, or CSV export. The agent extracts dimensions and scope.
Rep pastes or types any additional notes, material preferences, or special requests from the customer conversation.
Agent assembles the estimate in real time, pulling pricing from your Google Sheet price book. Rep reviews the draft, edits line items if needed, and exports the final PDF.
CompanyCam project photos and transcribed voice notes +
The rep's walkthrough video, photos, and audio notes from the site visit, pre-transcribed by CompanyCam.
Polycam measurements export +
Blueprint+Measurements PDF, DXF, or CSV file containing yard dimensions and scope annotations.
Sales rep field notes +
Additional context from the customer conversation: material preferences, special requests, site constraints.
Google Sheets price book +
Three-tab sheet (Materials, Labor, Quoting Rules) maintained by global talent. Agent reads directly; no redeploys needed when prices change.
Extract dimensions from Polycam +
Agent parses measurements from the PDF, DXF, or CSV export to understand deck size, shape, and scope.
Analyze photos and notes for scope +
Agent reads CompanyCam photos and transcribed voice notes to identify materials, labor tasks, and special requirements.
Search for unknown materials +
If a material is not in the price book, agent searches online (Amazon B2B, Home Depot, Lowes) for an approximate price and flags the line as 'estimate to verify'.
Apply manager gross-profit target +
Agent multiplies all costs by the manager-set gross-profit target (default 50%, adjustable by manager only) to generate final prices.
Assemble line-item estimate +
Agent structures the estimate as editable line items: description, quantity, unit price, total. Rep can adjust before export.
Editable estimate draft +
Interactive line-item view on iPad where rep can edit descriptions, prices, add manual lines, or delete items before final approval.
Branded PDF estimate +
Final proposal with West Coast Deck logo, brand colors, and professional layout. Ready to share with customer.
Flagged materials +
Line items marked 'estimate to verify' for materials not in the price book, with source URL and note for rep review.
Is this for you?
- + Deck builders and balcony specialists - Contractors who do new builds, repairs, refinishes, railings, waterproofing, and compliance work. Same-meeting close is your competitive edge.
- + Sales reps in the field - You record CompanyCam walkthroughs and Polycam scans on-site. You need a branded estimate to share before you leave the customer's property.
- + Managers with pricing control - You set gross-profit targets and maintain the price book. You need to control margin without exposing cost basis to sales reps.
- + Teams with global back-office - Your pricing team is in a different timezone. You need a price book that updates without code redeploys or agent retraining.
- - Complex structural or design-build projects - If a job requires paid design consultation or structural engineering, sell a design-build package instead. This tool is for straightforward deck builds that fit your standard scope.
- - Contractors without CompanyCam or Polycam - You need to capture site photos and measurements in the field. If you're using different tools, integration would need to be built first.
- - Teams that don't maintain a price book - The agent reads your Google Sheet price book directly. If pricing is ad-hoc or stored in email, you'll need to consolidate it first.
Scoped build plus usage-based runs.
The build includes the same-meeting estimate generator, a starter Google Sheets price book reverse-engineered from your past jobs, and the manager control panel. You pay for the build upfront. Ongoing runs are billed per estimate generated.
- Build includes working web app sized for iPad, manager control panel, and a starter price book reverse-engineered from 4 to 10 past projects you provide after kickoff.
- Starter price book is reverse-engineered from golden sets (past projects with CompanyCam link, Polycam export, rep notes, and final estimate) that you provide post-kickoff.
- Usage pricing covers estimate generation, online material searches for unknown items, and PDF rendering. No per-user or per-rep seat fees.
Can the rep edit the estimate before sharing it with the customer?
Yes. The rep reviews the draft estimate on iPad, can adjust line-item descriptions and prices, add manual line items, or delete items before exporting the final PDF. The rep has full control over what the customer sees.
What happens if a material isn't in the price book?
The agent searches online sources like Amazon B2B and Home Depot for an approximate price, then flags that line item as 'estimate to verify' with the source URL. The rep sees the flag in the draft and can adjust the price before sending the final estimate to the customer.
Does the manager control pricing, or does the sales rep?
The manager sets a global gross-profit target that automatically adjusts every quote. The sales rep never sees the cost basis or margin math. The rep can edit individual line items in the draft, but the overall margin is controlled by management.
How do we update prices when materials or labor costs change?
Your back-office team edits the Google Sheets price book directly. Three tabs (Materials, Labor, Quoting Rules) stay current without code redeploys or agent retraining. The agent reads the sheet on every quote generation, so price changes take effect immediately.
What file formats does Polycam need to export?
Use Blueprint+Measurements PDF, DXF, or CSV exports from Polycam. These formats carry the dimension annotations the agent needs to extract scope and measurements. Mesh-only formats like OBJ or GLTF don't include measurement data and won't work.
Is this tool for every deck job, or only certain types?
This tool works best for straightforward deck builds that fit your standard scope and pricing. For complex structural work, design-build projects, or jobs requiring paid engineering consultation, sell a design-build package instead. The rep decides in the meeting whether a job is simple enough to quote on the spot.
How fast does the estimate generate on iPad?
The agent assembles the estimate in real time while the rep is at the customer's kitchen table. The estimate renders as an editable draft so the rep can review and adjust line items before exporting the final PDF.
What if the rep needs to quote a job that doesn't fit the standard scope?
The rep doesn't try to estimate complex or irregular jobs in the field. Instead, they sell a paid design-build package to the customer. This tool is designed for the 80% of jobs that fit your standard deck scope and pricing model.
Close deck deals in the meeting, not 24 hours later.
Same-meeting estimates eliminate the window where customers cool off or call competitors. Let's build the tool that closes deals while the rep is still at the kitchen table.