Quotes in 20 minutes instead of half a day
Agent Deployments - Trades
Agent Deployments
a plumbing and heating business
Snapshot
About this engagement
A family-run plumbing and heating business with 17 engineers had grown steadily over the previous four years, but the back-office operation had not kept pace. The operations manager was spending the first two hours of every working day manually triaging job requests, chasing engineer availability, building quotes from notes taken over the phone, and sending out booking confirmations. The business was winning work on reputation but losing margin and momentum to administrative overhead it had simply never addressed.
Challenge
What we were asked to solve
Job requests were coming in via phone, email, and a web contact form - all being handled manually by one person. Quotes required the operations manager to phone engineers for availability, estimate materials by hand, and type everything up individually. At peak times, customers were waiting until the afternoon for a quote that should have been with them the same morning.
Solution
How we approached it
We deployed an AI agent integrated with the business's job management system that handles the full quote-to-booking flow. Customers submit job details through a simple form, the agent pulls engineer availability by location, generates a quote from the business's standard rate cards, and sends it automatically. Accepted quotes are booked directly into the engineer's diary with a confirmation sent to the customer.
Quote turnaround dropped from an average of three to four hours to under 20 minutes. The operations manager reclaimed over two hours per day, which was redirected to planning larger commercial jobs. In the six months following launch, the business took on four additional commercial accounts it previously lacked the capacity to service.
Results
The numbers that tell the story
Why us?
Why clients choose Reformat Labs
Built around your business
Our practice is built around the realities of growing businesses. Every framework and engagement is calibrated to what works at your scale.
Vendor-agnostic, always
No reseller agreements, no preferred vendors, no margin incentives. Our only interest is finding the right solution for your specific situation.
Focused on what moves the needle
We scope work tightly, avoid unnecessary complexity, and stay focused on what generates genuine business impact.
End-to-end capability
From first AI workshop to production deployment to ongoing managed operations, we cover the full journey without you needing to assemble a patchwork of specialists.