LandscapingFrom our projects
From plan to invoice, no retyping.
On Friday the job slip comes back, and someone types it up. For a small landscaping business we built software that links plan, job report and invoice and suggests a new date when it rains.
- Crew free, 20 min travel time included
- Seed drill free
- Vehicle flatbed 2 free
- No absence in the crew
- Friday dry: 10%, 0.0 mm
- 1Weather checks the plancalculated
- 2Suggestion without a new conflictYou accept
- 3Report with signatureCrew confirms
- 4Draft invoiceOffice approves
Starting point.
A small business, a few crews, most of the work outdoors. What was wanted was simple software for planning, hours, material and machines through to the invoice, with AI where it makes sense.
When we looked more closely, the effort was not in the office but outside, in the writing down. What is on the slip gets typed up later. Invoices go out late, and some hours get lost on the way. And when it rains, someone rebuilds the plan by hand.
Many industry solutions fail on something simple: nobody fills in a long form on their phone in the evening in the rain.
How does the work get from the site into the invoice without anyone retyping? And what happens to the plan when it rains?
What we built.
A web application for the office and the phone. What is recorded once is passed on instead of typed again.
- The weather looks on calculatedFor each job site the software fetches the weather forecast. If lawn, sowing or paving is in the plan on a wet day, it says so. Work that rain does not affect stays where it is.
- A free date calculatedThe software looks for a date when people, machines and vehicle are free and it will not be wet again. It only suggests what causes no new conflict. Someone in the office has to accept it.
- From job report to invoice calculatedTimes, machines and material are recorded on the phone during the job and confirmed with a signature. From this a draft invoice with a QR payment slip is created. The same job report cannot be billed twice.
- Quote draft from a few sentences AIFrom a short description of the project the AI writes a quote draft. Prices come from your own service catalogue. If the AI cannot be reached, the draft is created by fixed rules.
What the AI does not do.
- It does not plan. Weather, dates and conflicts run on fixed rules, entirely without AI.
- It does not invent prices. The AI writes the text of the quote. Prices come from the catalogue.
- It sends nothing. An invoice only goes out once the office has approved it.
What we learned.
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Job slips, timesheets, delivery notes: tell us about it. In a conversation we will see what fixed rules can handle and where an AI really helps. No obligation, of course.
