Plumbing and heating merchant quoting software that starts from the material list

The workflow: list in, draft out, a person approves

An installer quoting a boiler swap or a bathroom rarely sends a clean order. The list mixes product codes, trade names and shorthand, and it often leaves out the one detail that decides the price. Someone at the merchant then searches the catalogue line by line, checks the customer's price, copies everything into the quote and phones back about the missing details.

QuoteClerk AI does that preparation work in 3 steps:

1. Read. The incoming list is split into line items with the original description, the quantity and the unit.
2. Match and price. Each line is matched to a product in your own catalogue and priced from your own price list. Clear matches proceed. A missing size, an unclear unit or a product with more than one possible match is flagged with the question that needs answering.
3. Approve. Your colleague checks the flagged lines, makes the decisions only a person should make, and approves the draft. Only then does the quote go to the customer, from your own system or email.

A typical heating list, and the line that needs a person

Take a list for a combi boiler replacement:

• 15 mm copper tube, 6 lengths. Copper tube is usually sold in 3 m lengths, so 6 lengths is 18 m. If the list says "18 m" instead, the line shows how the quantity was read and in which unit your catalogue sells it, so your colleague can confirm it.
• 15 mm compression elbows x 10, 22 mm compression tees x 4. Size and fitting type are compared, so a compression fitting is not swapped for a push-fit or solder ring fitting with a similar name.
• 2 TRVs, 15 mm. If your range has several thermostatic radiator valves in that size, the line is shown with the options instead of a silent pick.
• Flue kit for the combi. The list does not say which length or which extension is needed. This is the ambiguous line: it is flagged as unpriced with the question "which flue length?", and your colleague answers it with the installer.

The draft arrives with the clear lines priced and the flue line marked.

Handwritten and photographed lists

Many counter orders still arrive on paper: a list written in the van, photographed on a phone and sent by email or message. QuoteClerk AI reads photographed and scanned handwritten lists line by line. Uncertain lines are flagged for a person to check. Your colleague sees the original line next to the suggested match and decides.

Matching to your own catalogue and prices

A merchant needs the right code from its own range at the right price for that customer. QuoteClerk AI works from the catalogue export and price list you supply, so every priced line on the draft carries your product code and your price, not a price found somewhere online.

• Technical attributes such as diameter, material, fitting type and connection are compared, not only the product name.
• Units are kept apart: a 3 m length, a coil, a pack of 10 and single pieces are different quantities.
• When two products fit the description, both are shown and the line waits for a decision.
• It never invents a product, a size or a price. A line without a valid price stays visibly unpriced.

Technical choices, such as which flue suits a boiler or a substitution between brands, stay with your staff and the installer.

Works alongside your merchant system

QuoteClerk AI works alongside the systems UK plumbing and heating merchants already run, such as Kerridge K8 (Klipboard), Intact iQ, Merlin, Merchanter, OGL, ECI Spruce and Epicor BisTrack. There is no native connection to any of these systems. To start, a CSV or Excel export of your catalogue and price list is enough. The approved quote comes back as a PDF for your customer plus a CSV file. Where your system has a CSV import for quotes or orders, that import is checked for your system during the pilot; otherwise your colleague keys the approved lines in from the draft.

Lists can arrive as XLSX, CSV or TSV files, PDFs up to 10 pages, email text, or PNG and JPG photos. On Starter and Team you simply email them in or use your own online workspace.

Pricing

Prices are published, in pounds sterling by default and in US dollars for customers in the United States.

• Full rollout, 1,500 requests: £3,900 a month for up to 1,500 requests and 30,000 line items.
• Full rollout, 500 requests: £1,290 a month for up to 500 requests and 10,000 line items.
• Team: £790 a month for 3 users, up to 200 requests and 6,000 line items, no setup fee.
• Starter: £390 a month for up to 20 requests and 2,000 line items, no setup fee.

The full rollout has a one-off onboarding fee of £5,950 and starts with the £1,490 paid pilot. How the paid pilot works and what it costs ↗

Frequently asked questions