AI Quoting Automation for Australian Businesses

For standard, repeatable work — a hot water system swap, a switchboard upgrade, a routine service — the AI prices directly from your price book and produces a quote a human only needs to glance at. For complex or custom work, the honest answer is that it should not price unsupervised, and the system is built that way. Each quote carries a confidence score based on how closely the enquiry matches known job types. Below your threshold, the AI drafts the scope and a preliminary estimate, then routes it to your estimator with everything pre-filled: customer details, photos, site notes and suggested line items. You adjust, approve and send. The estimator still saves most of the drafting time, but the pricing judgement on non-standard work stays human.

Material prices sync from your supplier price files and catalogues — the same trade price lists you already import into simPRO or maintain in a spreadsheet. When a supplier issues a price rise, you import the updated file once and every future quote uses the new cost; the system can also flag line items whose costs have moved more than a set percentage so you can review margins rather than silently absorbing the increase. Labour rates are held centrally per role and per rate type (standard, after-hours, weekend), so when award rates move after the Fair Work Commission annual wage review takes effect on 1 July, you update the rate once and it flows through every template. Quotes older than their validity period are automatically marked expired so a customer cannot accept last quarter’s pricing.

Yes. All three platforms have APIs we build against. With simPRO, the automation creates the quote inside simPRO itself — using your catalogue items, pre-builds and margin settings — so your team keeps working in one system and the quote-to-job-to-invoice trail stays intact. With ServiceM8, enquiries become jobs with quotes attached, and acceptance triggers your normal ServiceM8 workflow including on-the-way texts and job cards. With Tradify, quotes are generated against your price list and tracked through accepted, declined or expired states. If you quote straight out of Xero or MYOB instead, the automation creates draft quotes there and converts accepted quotes to invoices without rekeying.

A sequence most service businesses never manage manually: the quote goes out with an SMS telling the customer it has landed (quotes sent only by email routinely sit unseen in spam or a cluttered inbox). Two days later, a short check-in asks whether they have any questions — not a hard sell. Around day five, a value nudge addresses the common hesitations for that job type. Near the validity deadline, an expiry reminder notes the price is only held until the stated date, which is honest urgency because supplier costs genuinely move. The sequence stops instantly on acceptance, decline or reply, and every message is written in your voice, not a template that sounds like a robot. Declines get a polite request for feedback, which becomes pricing intelligence.

Yes. Quotes are delivered as a branded online page as well as a PDF, with an acceptance button that records who accepted, when and from what device — useful evidence if scope is later disputed. On acceptance, the customer can be taken straight to a deposit payment via a payment link, and the deposit rules are encoded per state so the request never exceeds the legal cap: in Victoria domestic building deposits are capped at 10% under $20,000 and 5% at $20,000 or more, Queensland caps them at 10% for contracts under $20,000 and 20% at $20,000 or more under the QBCC domestic building rules, and NSW caps residential building deposits at 10%. For commercial and non-building work you set your own deposit policy. The paid deposit is recorded against the job and flows through to your accounting system with the correct GST treatment.

These are exactly the rules that get fumbled when quotes are built by hand at 9pm. GST is calculated per line and validated on the total, and consumer-facing quotes display a single GST-inclusive price, which is what the Australian Consumer Law requires when quoting consumers. Margins are applied by category — most businesses run different markups on materials, labour and subcontract work — and the system warns if discounting drags a quote below your minimum gross margin. Minimum callout values act as a floor, so a small job can never be quoted below the figure that makes the truck roll worthwhile. Licence details that state regulators expect on quotes and advertising for licensed building work, such as a QBCC, VBA or NSW Fair Trading licence number, are included on every quote template automatically.