Set up AI quotes from site photos: Tradify, ServiceM8 or a simple Google workflow

Contents

• Quick answer
• Who this is for
• Option A: Tradify SmartTools AI (fastest if you already use Tradify)
• Option B: ServiceM8 AI quoting (great on iPhone)
• Option C: Simple Google Drive plus WhatsApp workflow
• Costs, time-to-value and ROI
• Data protection and consent checklist
• 10-minute setup checklists
• Troubleshooting and gotchas
• Helpful video: quotes in Tradify
• FAQ

Quick answer

If you want to generate draft quotes from site photos without messing about with code:

• Already on Tradify? Switch on SmartTools and use quote sections to turn notes and photos into itemised drafts. See Tradify SmartTools.
• Using ServiceM8 on iPhone? Use ServiceM8’s AI features to turn job card notes, photos and voice into quotes. See ServiceM8 AI job management.
• Not using a quoting app? Use a simple Google Drive + WhatsApp method to collect photos and produce a tidy draft in Google Docs, then paste into your usual template. It is not fully automated, but it will cut quote time significantly.

Want faster copy-from-photos? See our guide on using phone OCR: Copy text from photos on site.

Who this is for

• Electricians, plumbers, HVAC, builders and decorators doing domestic or light commercial work
• Small firms who need to quote faster without hiring admin
• Owners who want clean, consistent quotes that protect margin

What you will need

• A smartphone with a decent camera
• A quoting tool (Tradify or ServiceM8) or Google Workspace/Drive
• A clear photo routine: overall room shot, close-ups of problem area, make and model plates, access issues, and a quick voice note of scope

Option A: Tradify SmartTools AI (fastest if you already use Tradify)

Tradify’s SmartTools uses AI to speed up writing quotes and scopes. It is designed for trades and sits inside your quoting workflow.

• Take photos and add a short note or voice memo on the job.
• Use Quote Sections to structure the scope (e.g., “Kitchen lighting”, “Board change”).
• SmartTools suggests clear wording and helps you itemise labour and materials.
• Send for approval and take deposits in-app.

Helpful links:

• Tradify feature overview: SmartTools
• How to create quotes: Tradify Help Centre

Pro tips for Tradify

• Use sections as “packages”: a base option plus two upgrades. This lifts acceptance rate without haggling.
• Save frequent assemblies as templates so your AI edits are consistent, not from scratch.
• Add a “site condition” line to cover access, waste, parking and making good.

Option B: ServiceM8 AI quoting (great on iPhone)

ServiceM8’s AI tools help turn job card notes, photos and voice into draft quotes. It is strong for iPhone-heavy teams.

Typical flow:

• On site, add photos and a short voice note to the job card.
• Use AI to generate a scope and itemised line items.
• Review, tweak quantities and rates, then send.

Learn more: ServiceM8 AI job management

Pro tips for ServiceM8

• Record a 20 to 30 second voice note describing rooms, access, isolation, and materials. AI performs better with clear structure.
• Save quote themes and use item catalogues to keep pricing consistent.

Option C: Simple Google Drive plus WhatsApp workflow

If you are not ready for a new app, this lightweight approach still gets you 70 percent of the gain.

• Create a “Site Photos” folder in Google Drive per job.
• From WhatsApp or your camera roll, upload photos and a short voice note.
• In Google Docs, paste your standard quote template. Use headings for sections, then summarise the photos and voice note into bullet points.
• Keep a Google Sheets “Price Book” tab with common tasks and rates to copy across.

This pairs well with on-phone OCR to capture make/model quickly: Copy text from photos on site.

When you are ready to send, consider adding a bank transfer link to improve cash collection: Pay by bank links for trades.

Costs, time-to-value and ROI

| Option | Typical cost | Setup time | Best for | |---|---|---|---| | Tradify SmartTools | From approx £34 per user per month (see pricing) | 30 to 60 minutes | Teams already on Tradify who want AI-assisted quoting | | ServiceM8 AI | Subscription plus add-ons (see site) | 30 to 60 minutes | iPhone-first teams who live in ServiceM8 | | Google + WhatsApp | Mostly free if you have Google Workspace | 30 minutes | Sole traders or testing the waters before adopting a full app |

FMB reports that AI helps cut quoting time and reduce errors for builders, protecting margins: Federation of Master Builders.

Data protection and consent checklist

You can usually rely on “contract” or “legitimate interests” to process customer photos for quoting. Keep it tidy:

• Tell clients you store job photos to prepare quotes and manage work.
• Avoid capturing bystanders or sensitive documents.
• Set Drive/Photos to private; only share what is needed.
• Keep quotes and photos for as long as required for warranty and tax, then delete.
• Promotional messaging about quotes is marketing and falls under PECR consent rules. Transactional messages about a live job are usually fine.

If in doubt, note it in your terms and privacy notice and keep access limited to staff who need it.

10-minute setup checklists

Tradify quick setup

1. Turn on SmartTools.
2. Create three Quote Sections: Base, Upgrade 1, Upgrade 2.
3. Add a template with your standard terms, deposits and lead times.
4. Test with a recent job and refine your wording.

ServiceM8 quick setup

1. Add a Quote template with sections for scope, exclusions, and options.
2. Capture a short voice note on your next visit and attach photos.
3. Use AI to draft, then fix quantities and pricing.
4. Save frequently used items to your price list.

Google + WhatsApp quick setup

1. Create a Drive folder structure: Clients > Job > Site Photos.
2. Save a Google Docs quote template with placeholders for rooms, scope and exclusions.
3. Create a Google Sheets “Price Book” of common tasks and rates.
4. After a visit, dump photos and a voice note in Drive, then draft in Docs.

Troubleshooting and gotchas

• AI is not a survey. Always sanity-check quantities and safety-critical items.
• Blurry or dark photos give poor results. Take an overall, then close-ups with flash.
• Keep your price book up to date. Old rates will undo any time saved.
• Separate scope from options and list exclusions to reduce disputes later.

Helpful video: quotes in Tradify