AI Estimate Assistant

AI Estimate Assistant is a self-hosted workspace for turning customer requests and project notes into clearer estimate drafts and scopes of work.

The application brings customer information, project details, pricing, internal notes, AI summaries, generated scopes, estimate wording, tone selection, and workflow status into one organized record.

It is designed to assist business judgment rather than replace it. Your business remains responsible for measurements, pricing, quantities, taxes, margins, timelines, licensing, legal terms, and final approval before an estimate is sent.

1. Create a MySQL or MariaDB database and database user.

2. Upload the application files to a dedicated folder or subdomain.

3. Copy config.example.php to config.php when included in the package.

4. Enter the database credentials, application URL, and initial administrator settings.

5. Visit install.php and complete the installer.

6. Log in using the administrator account created during setup.

7. Delete or rename install.php after installation.

8. Enable HTTPS and verify that unauthorized visitors cannot reach protected pages.

Recommended environment:

- PHP 8.1 or newer
- MySQL 5.7+, MySQL 8+, or compatible MariaDB
- PDO MySQL extension
- cURL for live AI requests
- JSON and mbstring support
- HTTPS for production use
- Writable permissions for any configured cache, log, export, or storage directories
- A modern browser with JavaScript enabled

Demo mode can be used before live AI credentials are configured.

Demo mode allows you to explore the estimate workflow without transmitting project information to an external AI provider.

For live mode, open config.php and locate the AI settings. Select the supported provider, enter your API key, and choose a compatible model. Store config.php securely and never commit live credentials to a public repository.

Begin with fictional project information. Confirm that generation works, errors are handled safely, and provider usage appears in the intended account before entering real customer data.

1. Choose Add Estimate.

2. Enter the customer and project information.

3. Describe the requested work in clear factual language.

4. Add the price and internal notes available to you.

5. Save the estimate record.

6. Generate or review the project summary.

7. Generate the scope of work.

8. Select the preferred tone and create the estimate draft.

9. Verify every detail and edit the wording.

10. Mark the record with the appropriate status after it is sent or decided.

AI output depends heavily on the information provided. Include the project location when relevant, requested service, existing conditions, measurements, materials, customer priorities, access limitations, expected phases, cleanup responsibilities, known exclusions, target timing, and any assumptions.

Avoid vague notes such as fix bathroom or repair roof. Describe what was observed, what work is proposed, what is not yet known, and which items require confirmation.

Do not guess. Clearly label allowances, optional work, customer-supplied materials, and conditions that may change the price.

A useful scope explains what your business will do and what the customer should expect. Review the generated scope for:

- Included tasks and deliverables
- Materials or material categories
- Preparation and protection
- Project phases or sequence
- Cleanup and disposal
- Access or scheduling requirements
- Customer responsibilities
- Exclusions and assumptions
- Change-order conditions
- Completion or acceptance expectations

Remove any task, product, warranty, or promise that was not actually authorized.

AI Estimate Assistant does not replace your estimating method. Calculate labor, materials, equipment, subcontractors, overhead, profit, tax, permits, travel, disposal, contingencies, and discounts using your established business process.

Confirm that the displayed amount matches your approved calculation. Clearly identify allowances, optional items, unit pricing, deposits, and conditions that could cause the final price to change.

Never rely on AI-generated numbers unless you independently supplied and verified them.

Professional is the safest default for most customer estimates.

Friendly works well for residential customers and established relationships when it matches your brand.

Short is useful for simple work but should not omit important scope or pricing conditions.

Detailed is better for complex projects with multiple phases, dependencies, or exclusions.

Confident can strengthen a clear proposal, but remove exaggerated guarantees.

Sales-focused can emphasize value and next steps without using pressure, false urgency, or unsupported claims.

Draft means the estimate is still being prepared.

Sent means the reviewed estimate has been delivered to the customer through your normal process.

Approved means the customer has accepted according to your business procedure. Confirm that any required contract, signature, deposit, or scheduling step is complete.

Rejected means the customer declined or chose another option.

Archived means the record is retained but no longer needs active attention.

Use statuses consistently and schedule follow-up outside the application when version 1 does not include automated reminders.

Before sending an estimate, confirm:

- Customer and project names are correct.
- Contact and location details are accurate.
- The scope matches the actual conversation and inspection.
- Pricing, tax, deposits, and totals are independently verified.
- Materials, quantities, dates, and responsibilities are correct.
- Exclusions, assumptions, and optional work are visible.
- No unsupported warranty, guarantee, or completion promise was added.
- Payment, cancellation, change-order, and expiration language is authorized.
- Private internal notes are not included in customer-facing copy.
- The final wording complies with your business practices and local requirements.

Protect the application with HTTPS, strong credentials, secure hosting, and limited staff access. Treat customer addresses, project details, pricing, and internal notes as business information that should not be publicly exposed.

Keep config.php and AI credentials protected. Enter only information needed to prepare the estimate and redact unnecessary sensitive data before using a live AI provider.

Review your hosting provider, AI provider, data-retention obligations, and internal access policies according to your business and jurisdiction.

Back up the database and customized application files before upgrades, configuration changes, or server migrations. Maintain a separate record of source-code customizations.

Periodically verify PHP compatibility, database health, SSL renewal, file permissions, AI provider settings, and API usage. Archive old estimate records according to your retention policy and remove information that no longer serves a legitimate business purpose.

If installation fails, verify the database credentials, PHP version, PDO MySQL extension, application URL, and file permissions.

If live generation fails, confirm cURL is enabled, the API key is valid, the selected provider and model are supported, account billing or credits are available, and outbound HTTPS requests are permitted.

If output is too generic, add more factual project detail, clarify included and excluded work, select a more suitable tone, and regenerate only after improving the source information.

For blank pages, inspect the PHP error log through a safe server-side logging configuration rather than displaying sensitive errors publicly.

Best results come from accurate inputs, a consistent estimating process, careful human review, clear exclusions, and prompt customer follow-up.