Albany AI Pros

Office & admin

Quotes and proposals, without the late nights

Tell it about the job in your own words: typed, texted or talked into your phone. It drafts the quote, proposal, contract or report on your own template, with your terms and prices, for you to check and send.

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At a glance

Document Automation

Starting at
$3,500 per workflow
Typical timeline
Most are live in 1–3 weeks, depending on how many templates you need
Works with
Google WorkspaceMicrosoft 365ExcelGoogle SheetsClaude +5 more

Set up in person, on your own accounts

What it is

In plain English

Every small business has documents it writes over and over. A quote. A proposal. A service agreement. A weekly report for a property owner or a general contractor. The words barely change, but someone still has to sit down and put them together, usually after a full day of work.

We set up AI that writes the first draft for you. You give it the facts the way you’d tell a coworker (“front steps, three risers, crumbling at the top, about eight feet wide, they want it done before Thanksgiving”) and it builds the document on your own template, with your prices, terms and exclusions.

Where a person takes over. Nothing goes to a customer until you’ve read it and pressed send. Before it even reaches you, the draft checks itself: if the address is missing or a line has no price, it says so instead of guessing. What you get is close to done, with the gaps marked.

Built from your best work. We start with the quotes and proposals you’re proud of. Those become the templates, so the drafts look like the best version of what you already send, not a generic form from the internet.

The same setup works for meetings. Record or paste the notes, and you get a short summary, the decisions, who’s doing what by when, and a follow-up email ready to send. Try it in the meeting demo.

For construction paperwork like schedules of values and submittals, see Proposals, SOVs & Submittals.

What’s included

What you get

Set up on your accounts, tested with your real work, and explained to your team before we call it done.

  • Your quote, proposal and contract templates rebuilt so AI can fill them in correctly
  • Drafts made from rough inputs: typed notes, a voice memo, job photos or a filled-out form
  • Your price list, standard terms, exclusions and warranty language pulled in automatically
  • Weekly or job reports put together from your notes, spreadsheets and photos
  • Meeting notes turned into a summary, action items with owners and dates, and a follow-up email draft
  • A check step that flags missing info (no address, no start date, a line with no price) before you see the draft
  • Finished files saved to your Google Drive or OneDrive job folder, named the way you name things
  • A hands-on session for everyone who writes quotes or reports, plus a short how-to for adding new templates later

How it works

One example, step by step

A typical setup. We shape every step around how your business already runs, and you approve anything that goes out.

Example workflow

Document Automation, start to finish

  1. Step 1

    Notes

    Walking back to the truck, you record a quick voice memo about the job you just looked at.

  2. Step 2

    Draft

    The AI turns it into a scope, line items and pricing from your price list, on your proposal template.

  3. Step 3

    Check

    It flags anything missing, like the homeowner's last name or which side of the house.

  4. Step 4

    Review

    You look it over on your phone, fix one line and adjust the price.

  5. Result

    Send

    The PDF is saved to the job folder and the cover email is drafted. You hit send.

Tools, timing & price

What it takes to get it running

Tools we use

  • Google Workspace
  • Microsoft 365
  • Excel
  • Google Sheets
  • Claude
  • ChatGPT
  • Gemini
  • Microsoft Copilot
  • Zapier
  • Make

We’re not a reseller or partner of any of these companies. You sign up in your own name, and we set it up and train you on it.

Typical timeline

Most are live in 1–3 weeks, depending on how many templates you need.

Counted from the day you approve the written plan. We test with your real work before anything goes live.

Starting at

$3,500 per workflow

Automation Build

Final price after the audit.

  • You pay software vendors directly, at their price, with no markup
  • You own every account and file
  • No long-term contract
Book a free visit All pricing

See it work

Try it with sample data

A messy meeting transcript becomes a summary, decisions, owners, due dates and a follow-up email.

All demos

Meeting → Action items

Messy meeting in, clear to-do list out

Monday job meeting Sample

Sample Masonry Co. · Monday · 7:02 AM · 9 min 36 s · phone on the tailgate at the yard

  • Dan (sample)
  • Ana — office
  • Rick — foreman

  1. Dan (sample) 00:00

    Okay, is it — is this recording? Ana?

  2. Ana — office 00:03

    It’s recording. Red dot. Go.

  3. Dan (sample) 00:07

    Alright. Monday meeting, quick one, Rick’s guys are already loading. Um, Delmar first. Where are we?

  4. Rick — foreman 00:18

    So, uh, the stone never showed Friday. I called Sample Stone Supply this morning and now they’re saying Wednesday. Wednesday-ish.

  5. Dan (sample) 00:30

    Wednesday or Wednesday-ish?

  6. Rick — foreman 00:32

    He said Wednesday morning. But he said Friday last week too, so—

  7. Ana — office 00:36

    [crosstalk] —I’ll call them. I’ll get an actual delivery window, in writing—

  8. Rick — foreman 00:40

    —yeah, get a window. I’m not paying four guys to stand in a driveway.

  9. Dan (sample) 00:46

    Okay. So what do the guys do tomorrow? Can we jump over to the Troy chimney?

  10. Rick — foreman 00:52

    Troy we can do. It’s a two-day repoint, mortar’s already on the trailer. I just need the extra scaffold section. The, uh — the one from Sample Rental.

  11. Dan (sample) 01:07

    Okay, so that’s the call. Crew goes to Troy tomorrow, Delmar starts when the stone actually shows up. Everybody good?

  12. Rick — foreman 01:15

    Yep.

  13. Ana — office 01:16

    Yep. The Delmar homeowner’s going to ask, though. What do I tell her?

  14. Dan (sample) 01:21

    Tell her Wednesday, tentative. We confirm Tuesday afternoon once we hear from the stone guy.

  15. Dan (sample) 01:30

    Okay. Ana — phones.

  16. Ana — office 01:33

    So, um. We missed two calls from the Clifton Park lady, Pat — the front steps? Friday at like ten to five, and again Saturday morning. She left a voicemail. She just wants to know when somebody can come look.

  17. Dan (sample) 01:51

    Ugh. That’s on me. I was on a roof Friday.

  18. Rick — foreman 01:54

    [laughs] You’re always on a roof.

  19. Dan (sample) 01:57

    Can you call her back today? I can do Thursday, after three.

  20. Ana — office 02:03

    I’ll call her this morning. Thursday after three. Got it.

  21. Dan (sample) 02:08

    And going forward — if a call comes in during the day and I don’t pick up, don’t wait for me. You call them back, same day.

  22. Ana — office 02:16

    So I own callbacks.

  23. Dan (sample) 02:17

    You own callbacks.

  24. Ana — office 02:19

    Love that. Okay. Receipts. Rick.

  25. Rick — foreman 02:22

    Here we go.

  26. Ana — office 02:24

    I’m missing three from last week. The lumber yard, the gas, and the, um, the mortar from Thursday. I can’t close out the week without them.

  27. Rick — foreman 02:35

    They’re in the truck. In the visor. I swear.

  28. Ana — office 02:38

    Can you just take a picture and text them to me? Today?

  29. Rick — foreman 02:41

    Yeah, I’ll do it at lunch.

  30. Dan (sample) 02:44

    Actually, let’s make that the rule. You get a receipt, you snap a picture, you text it to Ana that day. No more visor.

  31. Rick — foreman 02:52

    [crosstalk] The visor is a good system—

  32. Ana — office 02:53

    —it is not a good system.

  33. Dan (sample) 03:01

    Okay. Colonie steps. I, uh, started the quote last night, I have the measurements, but — the railing. Do we put the railing in or not?

  34. Rick — foreman 03:13

    I’d put it as an add-on. Last time we put the railing in the base price, we lost the job.

  35. Dan (sample) 03:20

    Yeah. Okay, railing is an option, not in the base. I’ll finish it tonight and it goes out Wednesday morning.

  36. Ana — office 03:29

    Wednesday morning. And I’ll call them Friday if we don’t hear back?

  37. Dan (sample) 03:33

    Yeah. Friday.

  38. Rick — foreman 03:38

    Also — unrelated — somebody took the good level again.

  39. Ana — office 03:41

    Not it.

  40. Dan (sample) 03:43

    [laughs] Okay, that’s not a meeting item. Somebody find the level.

  41. Rick — foreman 03:49

    [side conversation about the Bills game and who’s buying lunch, about five minutes]

  42. Rick — foreman 09:02

    Oh — one more for Troy. The scaffold goes on the sidewalk side, so we need the sidewalk permit. Do we have it?

  43. Ana — office 09:11

    I applied. I think I applied. Um, let me check.

  44. Dan (sample) 09:15

    Check before nine. If we don’t have it, they can’t set up.

  45. Ana — office 09:20

    Before nine. I’ll text you either way.

  46. Dan (sample) 09:24

    Okay. Anything else? No? Next meeting Thursday, seven, here at the yard.

  47. Rick — foreman 09:31

    [crosstalk] —who’s getting coffee—

  48. Dan (sample) 09:33

    Go. Go make money.

Runs in your browser on sample data. Nothing is sent anywhere.

Meeting notes

Waiting

Your notes will show up here

  • A short summary
  • What was decided
  • Who does what, by when
  • A follow-up email

Live demo with sample data. We build the real version on your own accounts.

Set this up for your meetings

Questions

Straight answers

Have a different one? Call or text (518) 704-3125.

More questions and answers
Will the documents sound like a robot wrote them?

Not if it's set up right. We load in your past quotes and proposals, the way you describe your work and the phrases you always use. The drafts come out sounding like you on a good day. You still read every one before it goes out.

Can AI write my contracts?

It fills them in. It doesn't make them up. Your lawyer's terms go into the template as-is, and the AI only fills in the names, dates, scope and price. Any change to the legal language stays between you and your lawyer.

What if a price or quantity is wrong?

That's why you review before anything leaves. Prices come from your own price list, not the AI's guess, and the draft flags any line it couldn't fill. If a number looks off, you fix it in the draft like any other document.

Keep exploring

Where this fits in

Industries that use it

Real work: we run this at our own company

Also in Office & admin

Want to see everything? All services · All demos · Real work · Text us a question

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