Photos
Existing situation, details, problem areas. Pictures stay with the project and are instantly findable in the office later, instead of sinking into a camera roll.
Photos, measurements, materials. Right on the project.
The site documentation app for trades
The technician captures everything during the site visit: photos, measurements, materials and notes, or simply as a voice note the AI sorts out. Seconds later, the office works with the same data. No paper notes, no photos buried in a chat.
- AI voice notes in 25 languages
- In the office seconds later
- Web, iOS & Android
Live from the app
Say it once, filed and sorted.
The technician stands in the room, documents with four tiles or one voice note, and seconds later the office works with sorted entries.
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Speak instead of typing
Work, materials and measurements in one sentence. The AI turns it into entries on the right project.
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Four tiles, no forms
Photo, measurement, material, note. Every entry with timestamp and author on the job.
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In the office instantly
Sorted into tabs instead of scattered chats. The quote is built from the same data.
25
languages for the AI voice note, the office reads in the company language
6
ways to capture on the project: photo, measurement, material, note, voice, document
0
paper slips, galleries and chat threads to type up later
Why on the project, not in a chat
No more photos in the group chat and notes in the van
After a site visit, the knowledge about a job is often spread across five places: photos on someone's phone, measurements on a scrap of paper, materials in someone's head, agreements in a chat thread and the rest in memory. When the quote is written, the one detail that gets expensive is exactly the one that is missing.
QuickQuote Flow files everything directly on the project. Every entry has a timestamp and an author, and the office sees the same state as the site. The photo documentation is part of the complete job management software: the same data later drives editable quote and invoice drafts as well as the job itself.
- Everything on the project: photos, measurements, materials, notes
- Timestamp and author on every entry
- Office and site see the same state
Captured on site
What gets documented on the job
Six kinds of entries, all on the project. Captured in the order the site delivers them, not in the order of a form.
Measurements
Wall width, ceiling height, length of a cable run: measurements are recorded with a description and are ready when the quote is written and material is ordered.
Materials
Whatever is to be installed or is needed on site lands on the project as a material entry, with quantities.
Notes
Customer wishes, technical pointers, anything unusual about the site. Written down in seconds instead of memorised until knocking-off time.
Voice note with AI
Talk instead of type: the AI turns a voice note into structured tasks, measurements, materials and pointers.
Documents
Plans, data sheets or existing paperwork are attached to the project as files and are within reach for everyone involved.
The handover
Seconds after the site visit, everything is in the office
Once the site visit is finished, the technician hands over to the office in a single step. The basis for the quote is waiting there, already sorted: measurements, materials, notes and photos in tabs, plus open points and working notes.
Nothing needs chasing by phone, nothing has to be pieced together from a chat thread. On request, the AI creates a summary of the whole site visit as the starting point for writing the quote.
- Handover in one step, with no media breaks
- Quote basis sorted into tabs, ready to use
- AI summary of the site visit on request
One idea, many names
Site documentation, site diary, photo documentation
Whatever it is called in your business, it almost always means the same thing: recording the current state of the site so that quote, execution and invoicing can build on it. QuickQuote Flow does not turn that into a marathon of forms. It gives you six fast ways to capture entries on the project, with timestamp and author on every one. The traceability of a site diary comes about as a by-product, while the work gets done.
Is QuickQuote a chat app?
No. A chat arranges messages by time. QuickQuote files photos, measurements, material, notes and documents by project, with entry type, timestamp and author.
Why is a group chat not enough?
A group chat mixes jobs, versions and replies in one timeline. Months later, finding the approved photo, exact measurement or person responsible becomes guesswork. Project documentation keeps the context attached.
What is the documentation used for later?
It supports quote and invoice drafts, job preparation, material questions, handovers, evidence of completed work and later customer queries.
25 languages
Everyone documents in their own language
More than one language is spoken on most sites. In QuickQuote Flow, everyone records their notes in their own language, from Polish to Romanian. The AI structures the entries, and the office reads them in the company language.
That way international teams document everything properly, instead of clearing up only the essentials by shouting across the site. The language barrier disappears from the documentation. The information does not.
- Voice capture in 25 languages
- Structured entries in the company language
- The original stays traceable
Frequently asked questions
Site documentation with QuickQuote Flow
What belongs in site documentation?
Photos of the existing situation and of details, measurements, materials, the work that was discussed, anything unusual about the site and open questions. In QuickQuote Flow all of that sits on the project, with timestamp and author, instead of being scattered across chats and paper notes.
Does QuickQuote Flow replace a site diary?
QuickQuote Flow documents the site visit and the execution phase on the project, in a traceable way: who recorded what, and when. Whether that satisfies the formal site diary requirements of your specific contract depends on the contract itself. As day-to-day site documentation for trade businesses, that is exactly what it is built for.
Is QuickQuote a chat app?
No. Entries are filed on the relevant project with type, timestamp and author. The purpose is a structured job record, not another conversation thread.
Why is a group chat not enough for site documentation?
A group chat mixes jobs, versions and replies in one timeline. Project documentation keeps each photo, measurement, material entry and note with the job so the office can find it later.
How does the AI voice note work?
You speak what you see: work to be done, materials, measurements, things to keep in mind. The AI turns it into individual structured entries and files them on the right project. Instead of typing everything up in the evening, you only review the result.
What does the office see after the handover?
The complete basis for the quote: photos, measurements, materials and notes neatly organised in tabs, plus open points and working notes. On request, the AI summarises the whole site visit.
What will we need the documentation for later?
It supports quote and invoice drafts, job preparation, material questions, handovers, evidence of completed work and later customer queries. The original entries stay traceable on the project.
Which languages does voice capture support?
25 languages, from English and German through Polish and Romanian to Turkish. Everyone speaks in their own language, and the office receives structured entries in the company language.
Does the documentation work without signal?
Yes. The mobile apps buffer new entries locally and synchronise them as soon as you are back online. Nothing gets lost in the basement or on a bare shell.
Who documents: technician or installer?
Both, following the same pattern. The technician captures the basis during the site visit, and the installer documents the work carried out, materials and hours on the same project during execution.
Keep reading
The documentation becomes the whole job
AI quotes & invoices
Create editable drafts and PDFs in QuickQuote or import them from your ERP, then track approval, sending and payment follow-up.
Learn moreTimesheets
Record start, end and breaks on site, get signatures on the spot and have the boss approve the hours.
Learn moreJob management
The complete path from the first enquiry to invoice PDF and payment status, alongside your ERP.
Learn moreSee it first. Then decide.
Document a site right in your browser.
No installation and no account required. Capture photos, measurements and a voice note in the demo.
