TradeFlo
AI automation for firms
AI drafts the paperwork. Your people approve it.
It reads the quotes, notices and site records that reach your office, drafts the next document and flags anything a person must check.
Where does your office time go?
Quotes arrive as PDFs. Site changes arrive by email, often with a photo and little else. Someone in your office reads each one and types the details into the next sheet.
Then they chase what is missing: the excluded item, the agreed price, the latest site record.
Each spreadsheet and inbox came in for a good reason, and each holds part of the job. The work still gets done, but it waits for whoever has time to open the next attachment.
Every retyped line is time your estimators and commercial team spend copying instead of checking.
What the AI does in your office
It works on the paperwork your office already handles, in four steps. It suits documents that hold the same details in different layouts, such as supplier quotes and site instructions.
- Reads
- Emails, attachments and site records, from the inboxes and folders you name.
- Extracts
- Prices, exclusions, dates and references, pulled into one place so nobody retypes them.
- Drafts
- The comparison, the notice or the valuation line, linked to its source for checking.
- Flags
- Anything missing or unclear, marked for a named person to check.
Nothing the AI drafts is used until a named person approves it. The AI never sends or signs anything on its own.
Run record: supplier quotes
- Supplier quotes for the electrical package, by email
- Each quote, with its exclusions page
- A comparison sheet, each line linked to its source
- One quote leaves out delivery
- The buyer, to approve or send back
Waiting for the buyer's approval
Workflows we start with
Each one has its own page, with what the AI does and who signs it off.
Estimating and supplier quotes
The AI reads each quote and lines up the scope, so your buyer sees what each one leaves out.
Variations (change orders)
The AI turns a site instruction into a draft notice for your contracts manager to price and sign.
Valuations and payment applications
The AI drafts each line from the site record for your commercial lead to approve.
If your office handles other paperwork the same way, we map it in the free workflow review.
See all workflow automationHow it runs
Three steps. Each one ends with a sign-off from your side.
Map
We follow one process with the people who run it.
You receive: A written workflow map
See how Map worksConnect
We connect the AI only to the systems your systems lead approves.
You receive: An access list and systems diagram
See how Connect worksBuild
We build and test the workflow on your own jobs before anyone relies on it.
You receive: A working workflow and handover notes
See how Build works
What stays with your people
The AI prepares the work. Your people decide what happens to it.
- Approval
- Every draft waits for a named person to approve it. It cannot release itself.
- Access
- Your systems lead decides what the AI can reach, and nothing is connected without their sign-off.
- A record of every run
- Each run leaves a record in your own systems, showing what arrived, what the AI did and what it handed to a person.
Works with the systems you already use
We build around the systems you already use, such as Procore, Autodesk and Microsoft 365.
In practice that means the inbox where quotes arrive and the shared drive where drawings and records live. It also means the spreadsheet or accounts software where the numbers end up.
We check each connection with your systems lead first. Where a system cannot be connected reliably, you hear that from us before any quote.
What you receive from the free review
Bring one process that keeps getting stuck. You leave with three things, and they stay with you if you go no further.
- A workflow map
- Every handover in the process, named, from the first email to the last approval.
- A fix list
- Where work waits, gets retyped or comes back for a missing detail.
- A recommendation
- What to tackle first, and whether an AI build is worth it.
You can share the findings with any supplier. If your own team is the better choice to build it, we tell you.
Fix list: supplier quotes
| Where work waits | What would change | Who decides |
|---|---|---|
| Exclusions copied by hand from each attachment | The AI reads each exclusions page | Buyer |
| A missing delivery date sends the quote back | Flagged before the comparison goes out | Estimator |
| Prices retyped into the pricing sheet | Drafted from the source quote | Commercial lead |
Recommendation: worth scoping as an AI build
Who this is for, and who it is not
This is for
- Firms in construction, building services, energy, property and manufacturing.
- An office team that copies the same details between email, documents and spreadsheets.
- A person who can approve the work, and a systems lead who can sign off access.
In each of these sectors, the same kind of paperwork moves between site, office and accounts.
This is not for
- Anyone who wants AI to send work out with nobody checking it.
- A trade business that needs a website or call handling first. Start with websites or inquiry handling.
Before you start
What is AI automation, in plain terms?
Software that reads your office paperwork, drafts the next document and flags what a person must check. It works inside the systems you already use, and your people still approve the result.
Are you AI consultants or builders?
Both, in that order. The free workflow review is the consulting part: we map one workflow with your team and recommend in writing where AI fits. The build is a separate piece of work, quoted before it starts.
What happens when the AI is unsure?
It marks the line for a person and leaves the work as a draft. Anything that fails a check goes back to your team, and the work stays a draft until someone approves it.
Does it replace our staff?
No. It prepares drafts so your people spend their time checking and deciding. We work with the people who handle the paperwork today. They help decide what the AI reads, what it drafts and what it leaves alone.
Will we need new project software?
No. The AI works with the software you already have, and only where your systems lead allows it.
How are cost and timing agreed?
The first review is free. Any build after it is a separate piece of work, with the scope, fee and timing set out in writing before it starts.
How do we choose the first workflow?
Bring the process that keeps coming back to your desk, or the one where a missing detail costs the most chasing. If you cannot pick one, we help you narrow it down before the review.
Start with one workflow.
Bring a supplier comparison, a variation or a valuation to a free review. You keep the map either way.
Choose your region