Workflow example · construction
Workflow Example: Sales Call to Construction Proposal
A 40-minute site visit follow-up call with a homeowner covered demolition scope, cabinet specifications, appliance rough-ins, timeline, and a three-milestone payment structure. This workflow example shows how those commercial terms move from the call transcript into a traced proposal, a contract clause, and a payment schedule without manual re-entry or guesswork.
Call to proposal: the full trace
[03:45] Client: "So we want to gut the whole kitchen. Cabinets, countertops, flooring, everything out." [03:58] Contractor: "Full demo, got it. And you mentioned you already picked the cabinetry?" [04:05] Client: "Yes, the Nolte soft-close line. 14 linear meters total." [04:15] Contractor: "Okay. For the full demo, new cabinetry install, quartz countertops, backsplash tiling, plumbing relocations for the island sink, and electrical for the new appliance wall, we are looking at 47,500 all in." [04:38] Client: "And how does payment work?" [04:40] Contractor: "Three stages. 30% to start demo, 40% when cabinetry arrives on site, final 30% on completion and walkthrough." [04:55] Client: "Timeline?" [04:57] Contractor: "Eight weeks from demo day, assuming the Nolte order ships on schedule. Usually five weeks lead time on that."
| Term | Value | Evidence |
|---|---|---|
| Project type | Kitchen remodel · full gut renovation | "gut the whole kitchen. Cabinets, countertops, flooring, everything out" [03:45] |
| Cabinetry | Nolte soft-close · 14 linear meters | "the Nolte soft-close line. 14 linear meters total" [04:05] |
| Scope of work | Demo, cabinetry, quartz countertops, backsplash, plumbing relocation, electrical | "full demo, new cabinetry install, quartz countertops, backsplash tiling, plumbing relocations for the island sink, and electrical for the new appliance wall" [04:15] |
| Fixed price | CHF 47,500 | "47,500 all in" [04:15] |
| Payment structure | 30% on demo start · 40% on cabinetry delivery · 30% on completion | "30% to start demo, 40% when cabinetry arrives on site, final 30% on completion and walkthrough" [04:40] |
| Timeline | 8 weeks from demo | "Eight weeks from demo day" [04:57] |
| Cabinetry lead time | 5 weeks | "five weeks lead time on that" [04:57] |
Kitchen Remodel · full demolition · Nolte soft-close cabinetry (14 lm) · quartz countertops · backsplash tiling · plumbing relocation · electrical for appliance wall Fixed price: CHF 47,500
The Contractor shall perform a complete kitchen demolition and renovation at the specified address, including removal of all existing fixtures, installation of 14 linear meters of Nolte soft-close cabinetry, quartz countertop fabrication and installation, backsplash tiling, plumbing relocation for the island sink, and electrical rough-in for the appliance wall. The fixed project fee is CHF 47,500. Any work outside this scope requires a written change order signed by both parties before execution.
Milestone 1: CHF 14,250 due upon commencement of demolition. Milestone 2: CHF 19,000 due upon delivery of cabinetry to the project site. Milestone 3: CHF 14,250 due upon completion walkthrough and client sign-off. Payment is collected through the client review link after each milestone approval.
How does a site visit call become a construction proposal?
The contractor imports the call recording from Zoom or Fathom. The AI reads the transcript and extracts every commercial term it finds: scope of demolition, material specifications, trade work, pricing, payment milestones, and timeline. Each extracted term carries a reference to the timestamp where it was discussed. The proposal is generated from these terms, with every line traceable to the conversation.
- Terms are extracted, not invented. Every value links back to the call.
- The fixed price and milestone amounts are calculated in code, not by the language model.
- The contractor reviews before sending. The AI does not send proposals.
What does the homeowner see after the call?
The homeowner receives a single link. The page shows the proposal with the full scope of work, material specifications, pricing, and payment milestones. If anything was misheard or needs adjusting, the homeowner requests changes inline. After approval, the same page moves to electronic signature. After signing, the first milestone payment is collected from the same terms discussed on the call.
- One link for review, changes, signature, and payment.
- Material specs and scope are visible before signing.
- Payment milestones match the schedule agreed on the call.
What happens when the homeowner adds work mid-project?
Change orders are standard in construction. If the homeowner decides to add under-cabinet lighting or upgrade to a different countertop edge profile after the proposal is sent, the contractor creates a change order with the new scope and adjusted price. The traceability makes it clear which terms came from the original call and which were added later. The homeowner sees the updated proposal and signs the revised version.
- Change orders are tracked as separate line items with their own pricing.
- The original call terms remain visible for reference.
- Both parties sign the final version, not an outdated draft.
FAQ
Can the proposal include a breakdown by trade?
Yes. If the call discussed separate costs for plumbing, electrical, and carpentry, the extraction captures those as individual terms. The proposal line can list each trade with its own scope and price. If the call used a single all-in price, the proposal reflects that instead.
What if the material lead time changes after signing?
The contractor can update the timeline on the proposal and notify the homeowner through the same link. The milestone dates adjust, but the payment amounts stay tied to the completion triggers, not fixed calendar dates.
Does this work for commercial construction or only residential?
This example shows a residential kitchen remodel. Commercial projects follow a similar flow but typically extract additional terms like permit responsibilities, insurance requirements, and phased occupancy schedules.
Try it with one real call
Use one call recording or transcript. See extracted terms traced back to the conversation, with the proposal ready to review and send.
Start with one call