Advance Visual

The AI Opportunity Report found the biggest leak in quoting. Amanda, AV's sales manager, spent at least half her week on it: square metres handwritten on an A4 sheet at the site survey, scanned, then typed into Xero (their accounting system) by hand. A big multi-site quote could take hours.

Then the same job was typed again — into monday.com (the online board AV tracked every job on) and into the weekly report. To print a job sheet, the team was creating and voiding about two invoices a day in Xero.

Mapping the whole business turned up 33 hand-offs between people and systems. Only 3 happened on their own.

• AI quoting

  A digital quote sheet for each major client, priced on AV's own rate card and sent straight into Xero as a branded quote with the worksheet attached. Talk to a sign and the sheet fills itself; AI reads the client's artwork proofs too.

• The AV Hub

  Their own system, in one place: sales leads, quoting, requotes and edits to any old quote, purchase orders emailed to suppliers, job sheets, the price book and team leave — with logins the team manages themselves.

• Taskmaster

  Every live job on one screen, in the order it moves: sales, design, production, installation. Each department's workload for the next five working days, worked out from the hours on the quote, plus what needs a person today. Built to take over from monday.com — it runs alongside while the team moves across.

• The crystal ball

  A live dashboard of the sales pipeline and cash flow, straight from Xero and monday.com — the view Martin asked for in the first meeting.

• One record of every customer

  A contact book linking every client, store and contact to their jobs, and AV's old job archive, searchable from the same screen.

• Aslan, the AV brain

  An AI assistant, named after the office dog, that answers questions from the Hub's live data — what's due this week, who has room, where a job is up to. It reads; it never changes anything.

• Everything connected

  Xero, monday.com, Microsoft 365 email and the office file server. One press in the Hub updates them all — no retyping.

Real screens from the live system. Client names and figures are masked.

~$18k/yr

In admin duties saved — the team's time now goes to higher-value work. About two months after we started.

To the cent

The engine re-prices AV's own past quotes exactly. It was stress-tested on 875 real quotes before the team touched it, and every change is tested again before it ships.

One screen

Every live job, every department's hours and what needs a person today — where it used to take a phone call and a guess.

13 days

From yes to the first real quotes going out — and Amanda kept every price.

~10 weeks

Their own custom Hub was pitched as the 12-month goal. It was running AV's quoting in about ten weeks.

Built to grow

The groundwork — the pricing engine and the connections — took the weeks. Once it was in, new pieces came quickly: four client quote sheets went live in a day, the purchase-order system in another, and the first real PO went out within the hour.