I watched event producers rewrite the same quote 20 times a month. So I built an AI tool so you start from 80% done.
Before QuotePilot, I was CTO at a venue management saas platform built for event producers. Quoting was part of the product, but it was never really the point of the product, and it showed. I watched our users fall into the same loop, month after month: send a quote, the client asks to swap the catering package, add a second photographer, remove the AV setup so they'd open the editor, make the changes, export a PDF, and send it again. Then again. For a single event, that cycle could run 20 times before anyone signed anything. The tool we had treated quoting as a checkbox feature inside a bigger platform, not as the core workflow it actually was.I realized the quote isn't a document. It's a conversation and the tools treat it like a spreadsheet.
That loop isn't unique to event producers. Contractors, consultants, designers, photographers, landscapers. Every service business runs the same routine. Client reaches out with a vague request. You open a spreadsheet or a blank doc, manually work out pricing, try to remember what you charged someone similar last quarter, format it into a PDF, and send it off. Then you wait. Maybe the client asks for changes twice. Maybe six times. Multiply that by dozens of quotes a month, and quoting stops being a task and starts being a second job. Every quote starts from zero, even though 80% of what you're quoting is stuff you've quoted before.
There are tools that touch this problem, but none that solve it. Full CRM suites like HoneyBook or Dubsado bundle quoting into a broader workflow platform, it's a side feature, not the focus. Basic invoicing tools like Wave or Square let you send line items, but there's no intelligence, no reuse, no memory.
Why AI actually fits here
I'm skeptical of "AI-powered" anything, so let me be specific. The core of QuotePilot isn't some general-purpose model guessing at market rates. You upload your own price lists: your service catalog, your hourly rates, your package tiers, and when you describe a job, the system searches through your data to find the right line items. It's not inventing prices. It's doing what a good assistant would do: reading your rates, understanding the job, and pulling together the items that match.
The second reason it fits: quoting is already a conversation in your head. You're mentally saying "senior dev at $250/hr, 40 hours, add a project manager at half time" before you ever open a spreadsheet. QuotePilot makes that literal. You type it, or refine it "change the senior rate to $250" or "add a contingency buffer of 10%" and the quote updates live. You're not clicking cells and recalculating. You're talking to a document that talks back.
The third reason: the AI never touches the math. AI is good at language understanding what you mean, matching line items, generating descriptions, structuring output. It is not reliable for arithmetic. So the AI drafts the structure of the quote, and a separate deterministic engine handles every number. Totals, taxes, discounts, subtotals computed the same way every time, no model involved.
What I built
QuotePilot paste a job description, get a complete line-itemized quote in 30 seconds, refine it manually or by chatting, send with one click.
- AI drafts from your own price lists, not generic data
- Edit by chatting — no forms, no spreadsheet cells
- Client portal with e-signature acceptance (no login needed)
- Auto-generates invoice on acceptance, Stripe collects payment
- Learns your patterns over time — the more you quote, the faster it gets
Not a CRM, not project management. Does one thing well.
Where it is now
QuotePilot is live with early users: mostly solopreneurs, freelancers, and small service teams. The free tier is five quotes a month, no credit card required. I built this solo, and I'm still learning who it fits best and where the edges are rough.
The focus right now is on small service businesses — the contractor quoting a renovation, the consultant scoping an engagement, the photographer pricing a shoot. Longer term, I want to grow it toward larger teams and eventually back toward event production, where I first saw the problem clearly.
You can try it free at [quotepilot.tech](https://quotepilot.tech). I'd love feedback, especially if you run a service business and deal with quoting regularly. What does your quoting workflow look like today?
