WOULD AN AI ESTIMATING TOOL HELP YOUR BUSINESS? Preparation worksheet for a conversation with CreateIT Use this worksheet to choose the first task to automate and prepare for a system development discussion. It helps organise your examples and questions. The system's accuracy will need to be tested separately. 1. CHOOSE ONE PRODUCT OR WORK CATEGORY What exactly do you want to estimate? ____________________________________________________________ Which requests in this category repeat? Which are unusual? ____________________________________________________________ Who approves prices, and who can grant a discount? ____________________________________________________________ 2. RECORD VOLUME AND TIME Record monthly enquiry volume and the minutes an employee actively spends preparing one estimate. Separately record time when work stops while waiting for a customer response or approval. Requests per month _________________________________________ Employee working minutes per estimate _______________________ Customer wait for a complete quote ___________________________ Time spent preparing quote revisions ________________________ Share of quotes submitted by the deadline ____________________ Most frequently missing information _________________________ Most common corrections after the first estimate ______________ 3. PREPARE EXAMPLES [ ] A typical customer specification with its completed estimate. [ ] An unusual request and an explanation of how you handled it. [ ] A request with important information missing. [ ] The current price list and its effective date. [ ] Rules for costs, markup, discounts and rounding. [ ] Two versions of one specification showing changes. These initial examples help explain the work. They are not enough to establish that the system will handle other orders correctly. Acceptance testing will also need examples that were not used during development or configuration. 4. AGREE HOW CALCULATIONS WILL BE TESTED What will you compare the system's calculation with? ____________________________________________________________ Will both calculations use the same price-list version, currency and VAT treatment? ____________________________________________________________ Which properties will you check for every line item? ____________________________________________________________ What should the system do when a price, dimension or material is missing? ____________________________________________________________ Which requests must always be checked by an employee? ____________________________________________________________ If you are considering a 1% deviation limit, agree which calculations it covers and which verified reference total will be used. Check individual items too. An overstatement in one item can cancel an understatement in another. An estimate with an item missing must not be accepted as correct simply because its total differs only slightly. 5. IDENTIFY EXISTING SYSTEMS Where do you store and update prices and product configuration rules? ____________________________________________________________ Where are customer records, orders and production jobs stored? ____________________________________________________________ Can your existing software export data or provide it through an API, a software interface? Who can confirm this? ____________________________________________________________ How will you check that data has transferred correctly and without duplicates? ____________________________________________________________ 6. DEFINE WHAT HAPPENS AFTER A QUOTE IS APPROVED [ ] Save the quote PDF and its status. [ ] Prepare an order in the existing system. [ ] Prepare a material request. [ ] Prepare a manufacturing or installation job. [ ] Compare actual costs with the estimate. Select only what is needed in the first stage. Define who may order materials, release an order to production and approve the dates promised to customers. Agree the checks required before these actions. 7. AGREE HOW BENEFITS WILL BE MEASURED Which measure do you want to improve, and what is its current value? ____________________________________________________________ Record employee effort separately from customer waiting time. Note when the request arrives, when all inputs are available and when a complete quote is sent. Include time spent on revisions. An automatic acknowledgement is not a quote. Assess errors, unprocessed requests and the commercial value of orders won. If work becomes faster, agree how the saved time will be used. 8. AGREE HOW DATA WILL BE SHARED SAFELY Your first message only needs to describe the industry, process and problem. Share customer information, complete price lists and confidential drawings after agreeing access and data handling. Do not put passwords in this worksheet. Discuss your system https://createit.lv/biznesa-sistemu-izstrade#kontakti CreateIT ยท Original worksheet prepared 2 November 2026. English version prepared 4 November 2026.