Create a quotation from an engineer's report

Upload the engineer’s PDF, analyse it, then prepare an editable quotation from the proposal. Compare the draft with the original report before accepting its scope and pricing. Submission, any required independent approval and controlled PDF issue follow the normal quotation workflow.

Upload and analyse

From Quotes or Dashboard, choose Create from engineer’s report.
Select an unencrypted PDF. The limits are 10 MiB, 50 pages and 200,000 extracted text characters.
Choose Upload and analyse to upload the PDF and send it to your company’s configured AI service. Choose Upload only to save it for later analysis. When analysis is unavailable, you can still upload the report.

Keep the page open during analysis. Elapsed time shows how long the request has been running; it is not a completion estimate. If interrupted, reopen the report and check its status before starting another attempt.

Optional parts identification

If Identify public product details appears, you can select it before Upload and analyse. It is off by default. The existing PDF analysis can then identify public manufacturer, model and product facts. It does not start parts research or make an extra AI operation. Serial numbers, asset references and other source-only details stay private.

After analysis, you can select product identities and a company-permitted research profile while creating the draft. Quick, Standard and Thorough profiles select up to 2, 5 and 10 groups respectively where company policy permits them; research uses at most two provider attempts for each selected group. Review the source page, excerpt and separately labelled private serial or asset values before changing a public identity. Select I confirm every selected value is a public product identity only when that is true. This confirmation is a request to start optional research; it is not technical approval, proposal acceptance, submission or permission to price a part automatically.

You can create the quotation draft without selecting or confirming research. The identified groups stay available in the quotation even when research is Off. Open parts research to select groups and save a setup before starting. A saved setup keeps its selected settings and group order. Choose Change research setup to save different choices, then review and confirm the public identities again.

Estimators work on their own imports; administrators can recover company imports. Checkers use the normal quotation review workflow.

Create a draft for review

If analysis offers Create draft for review, choose it and confirm the same action. If you see Create quotation draft, follow the earlier review flow below. You can review the report first, but missing customer details, undecided recommendations and unresolved questions do not require a separate review form before creation. Your saved review changes are preserved.

Creating the draft does not call AI again. It creates one quotation owned by you, including when an administrator uses another member’s report, and attaches the original PDF. It does not accept the proposal, submit it or approve the work.

The draft carries proposed work into asset preparation and uses available wording for the customer scope. Unknown information stays open for review. Completed work remains context rather than new work to charge for. Suggested investigation or joint-visit work needs your judgement; check whether the report supports it. A suggested investigation offers testing of an unresolved condition, not a confirmed repair or a guarantee of a cure. Confirm any required site information, access and other-contractor arrangements before scheduling it.

Company references and suggested rates

Analysis can use relevant active company customer and site records, parts, labour rates and work types. A limited selection of names, codes and descriptive details is sent with the PDF to your company’s configured OpenAI project. Prices, private feedback and unrelated quotations are not sent as matching context.

The selection may not cover every suitable record, especially when a scanned PDF has little extractable text. Check missing or ambiguous matches yourself. Report asset labels describe the reported equipment; they are not matches to an asset register.

Administrators maintain reference records and labour rates.

When a suggested match is still valid at creation, Quote Control can use its saved company rate and existing pricing rules. Review the suggested match, unit, quantity and exclusions. A catalogue rate does not mean a supplier quotation has been requested or received. Changed or unavailable references remain for review instead of silently applying a different price. Unknown quantities do not create invented part counts or priced part lines. If an extracted part count conflicts with a suggestion that no parts are needed, the part requirement stays open for you to confirm and no material charge is added automatically. A decision you already saved in the report review is preserved.

Confirm measured material amounts

A report measurement is source information until you confirm what needs to be purchased. A 500 litre tank capacity or a 300 mm component specification does not establish a material order quantity. Compare the proposed amount with the source page, then review the quantity, unit and explanation. An AI label does not replace this check.

Measured amounts can use m, m², m³, l or kg with up to three decimal places. The company rate must use the same unit; Quote Control does not convert units or add waste, pack sizes or allowances. Unknown or unconfirmed amounts remain open for preparation and do not apply a measured material price. Correcting the purchase amount preserves the original extracted measurement. Changing the reviewed unit requires a fresh quantity decision and proposal acceptance.

Attendance suggestions

Attendance suggestions depend on your pilot configuration and may not yet appear in newly analysed reports. Check Internal notes for any attendance assumptions or allowance reasons, and prepare labour rates and quantities in Pricing. Historical attendance does not establish the hours, crew or duration of a return visit. Confirm future access and isolation restrictions before selecting a basis.

When an asset task has an AI attendance suggestion, review its working hours, duration and explanation. Reported means the proposal attributes the value to the report; compare it with the original PDF. AI assumption and AI allowance are estimates for review. Unknown means the proposal has no value to use. Suggestions remain visible even when no company rate could be applied.

Use Pricing to check and edit the quotation’s labour rates and quantities. The task suggestion does not identify a current labour line or price. Clear AI attendance suggestion removes the suggestion from the task and leaves Pricing unchanged. The task records that it was cleared, and an accepted proposal needs a fresh review after this change. Older tasks without this information keep their existing presentation.

Review and prepare the quotation

Catalogue-only research can show an exact match between a confirmed part number and an older internal rate code. These local suggestions remain unverified and make no research calls when approved public catalogue facts are absent. Check the manufacturer, model, variant and current rate before accepting the match. Copying a catalogue cost into the quotation is a separate explicit choice.

Optional research results are suggestions to review. Use the source, current product information and normal pricing checks before applying anything to a quotation. Applying a suggestion records a human acknowledgement; it does not certify technical suitability, accept the proposal or bypass submission and independent approval. Private pending research is visible only to the quotation owner and company administrators. Accepted public product facts and public web evidence follow the quotation’s normal authorised access, appear in later internal snapshots and are copied as unverified evidence when a quotation is duplicated.

Compare the draft with the attached original PDF. Source links refer to physical pages. An excerpt match does not establish technical correctness. Correct the customer and site details, asset tasks and customer-facing scope; remove work that is completed or outside the intended quotation.

Review suggested rates and allowances, fill missing quantities and costs, and check work type and caveats. Choose Open Internal notes in the proposal-review area to read the saved summary, assumptions, exclusions and questions in Notes. These notes are private and do not appear in the customer PDF.

Existing Internal notes cannot be edited or deleted. Append a correction note when needed, then make the actual correction in the scope, asset tasks or Pricing. A correction note alone does not change those fields or reopen proposal acceptance. Put material prerequisites and exclusions in the customer scope so the customer can understand the offer. Decide which uncertainties the scope accommodates and which need further information before the work can be quoted.

Explicitly accept the prepared proposal before submission. Select I reviewed the proposed scope, quantities, prices and disclosed limitations, then choose Accept reviewed proposal. Creating a draft does not count as that acceptance. Material changes to the scope, tasks, details or pricing require a fresh review. The normal submission and approval process still applies, including independent approval and controlled issue.

Older report-derived drafts may retain Report preparation checks grouped by recommendation. Resolve their required checks before submission; advisory notes remain advisory. Copies require fresh checks. If a copied quotation has no source PDF, obtain evidence independently before confirming it.

Review the report before creating a draft

Expand Optional detailed report review to review before creating a draft. It opens automatically for an existing saved review. Compare the original PDF with the proposal, include or exclude recommendations and expand Edit wording, parts and evidence to correct wording or add verification notes. Use Add recommendation for missing work. Measurements and equipment counts are not automatically numbers of replacement parts.

Use included wording in customer scope fills an empty scope from selected recommendations. If wording already exists, an in-page confirmation asks before replacing its text and formatting. Cancel or Escape keeps your edits. Complete or exclude selected recommendations with blank wording before copying. Changing selections does not overwrite manually edited scope. Copying does not save or accept the review. If the review changes while confirmation is open, cancel and check it before trying again.

Save review preserves decisions without creating a quotation.

Workspaces that require review first

If the action is Create quotation draft, complete and save the report review before creating the quotation. Resolve required source and part-count checks, then explicitly accept the saved review when creating the draft. Connecting an OpenAI key does not change this workflow. Older report-derived drafts retain their required preparation checks before submission.

Give private accuracy feedback

Expand Optional feedback about this proposal to rate the proposal and record what needed correcting. Feedback is separate from draft creation. Unsaved feedback remains in the report review; opening the created quotation still asks before discarding it. A later review save can make its earlier version stale, requiring an explicit choice before saving the assessment.

This feedback stays within your company. Eligible proposal/review evidence is retained for up to 90 days from analysis start. See privacy and retention.

If something goes wrong

Refresh status before starting another analysis. Use Retry same request when offered. A successful new analysis replaces saved review decisions; a failed replacement preserves them. If the viewer fails, download the original PDF and continue reviewing. A failed conversion after a successful save does not require another analysis.

If report importing is disabled while you are reviewing, your open review stays read-only. Use Download my private review before leaving to keep unsaved wording. Re-enabling importing restores editing in that open page. Losing account or report access still hides the review. Optional feedback is hidden while its access cannot be confirmed; unsaved feedback returns when access is restored in the same open page. Expired or removed feedback evidence clears that feedback form. The private review download does not include optional feedback.

Resume saved work from the report list. Unfinished imports expire 30 days after the last successful upload, analysis or review save; reading and rating do not extend this. After draft creation, use the quotation and its source attachment.

If optional parts research is running, choose Cancel research when you no longer need it, then refresh its saved status. Cancellation can follow a provider attempt that already started, so it may still count against the monthly allowance. If a status becomes unknown, do not assume usage was free; review the saved status and allowance before starting another attempt.

If analysis or optional research is unavailable, ask an administrator to check the OpenAI connection and AI allowance. Manual quotation preparation remains available.