A task-oriented chatbot designed to perform specific calculations and generate proposals for service-based businesses. It guides users through a series of questions to collect data (e.g., measurements, surface types), calculates costs based on predefined rates, and automatically generates a detailed proposal.
Service businesses such as commercial cleaners, painters and landscapers lose leads in the gap between an enquiry and a price. A prospect fills in a contact form, waits a day or two for a call back, then has to repeat the same details about floor area, room count and frequency. By the time a quote lands in their inbox, a competitor with a faster response has often been booked. Meanwhile the owner is writing near-identical proposals at night, copying rates from a spreadsheet and hoping nothing gets mistyped.
A task-oriented quote chatbot collects the measurements and job details in a guided conversation, applies your pricing rules and produces a branded proposal while the prospect is still on your website. The key difference from a general chatbot is that the maths is not left to the AI. Language understanding handles the conversation, while a deterministic calculation engine applies your rates, minimums and frequency discounts. That keeps prices consistent and explainable, and it frees staff to spend their time on site visits and larger, custom jobs rather than routine quotes.
The chatbot greets the visitor and asks structured questions in plain language: building type, approximate floor area, number of rooms or bathrooms, surface types and preferred service frequency.
Natural language processing interprets loose answers such as 'about 400 square metres' or 'twice a week' and converts them into clean values, asking again when an answer is unclear.
A rules-based calculation engine applies your rate card, minimum charges, frequency discounts and GST, so the same inputs always produce the same price.
A document generation API fills a proposal template with scope, inclusions, exclusions and pricing, then produces a PDF the visitor can download or receive by email.
The lead, answers and proposal are saved to your CRM or inbox, and jobs outside set limits are flagged for a human to quote after a site visit.
A commercial cleaning company's website features a chatbot that asks a business owner for their building's square footage, number of rooms, and desired cleaning frequency. Based on the input, the bot instantly calculates a monthly price and generates a PDF proposal, ready to be emailed.
Chatbot Kit, AI-Powered Calculation Engines, Document Generation APIs (PDF), NLP
Prices shown to consumers should be the total price including GST, and any assumptions must be stated clearly so the quote is not misleading under the Australian Consumer Law. If the proposal is an estimate that depends on inspection, say so prominently rather than in fine print. The chatbot collects names, phone numbers, emails and site addresses, so your privacy policy should explain how this personal information is used and stored under the Australian Privacy Principles. If you plan to send follow-up marketing emails or SMS to people who did not proceed, the Spam Act 2003 generally requires consent and a working unsubscribe option.
This solution requires careful evaluation of cost-benefit ratio. Consider implementation only after thorough analysis and risk assessment.
No. The AI's job is to understand the customer's answers and keep the conversation natural. The price comes from a fixed calculation using your own rate table and rules, which means you can audit exactly how every quote was produced and change a rate without retraining anything or rewriting prompts.
It can recognise them. You set boundaries such as maximum floor area, unusual surfaces or hazardous areas, and when an answer falls outside them the bot explains that a team member will quote after a site visit. The captured details are passed on, so your staff do not need to ask the same questions again.
The build mostly uses an off-the-shelf chatbot kit, a standard PDF generation service and a simple pricing engine. Cost rises with the number of service types, the complexity of your pricing rules and how deeply the bot needs to integrate with your CRM or job management software.
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