Landscaping Company AI based Quoting System
Project Title: Trim Landscaping – Automated Quoting System
Client: Trim Landscaping
Overview and Challenge
Trim Landscaping faced a critical challenge in handling customer quotes: the process was manual, slow, and often inconsistent. This resulted in delayed responses, lost leads, and missed opportunities to convert interested homeowners into paying clients. Since individual homeowners typically expect fast responses when requesting landscaping services, the lack of automation created a competitive disadvantage. The challenge was to design a system that could generate accurate quotes in real-time, reduce human bottlenecks, and ensure every lead was captured and nurtured seamlessly.
Solution
I designed and developed a custom WordPress plugin for Trim Landscaping that automated the entire quoting process. The system begins with a front-end form where homeowners enter their name, email, phone number, zip code, services needed, and upload images of the area.
Once submitted, the data is sent to a Make.com webhook, which triggers a multi-step workflow:
CRM Integration – The lead details are automatically logged into HubSpot, ensuring no opportunity is lost.
Internal Notifications – The team receives instant updates via Slack and email, keeping everyone aligned on new quote requests.
AI-Powered Quoting – Using ChatGPT Vision, the system analyzes submitted images and form data through a carefully engineered prompt to create a tailored, professional quote.
Customer Communication – Homeowners instantly receive their personalized quote via email, along with a notification SMS, dramatically reducing response time.
The system is designed to handle multiple simultaneous requests, maintain accuracy, and create a frictionless quoting experience for both the team and customers.
Tools Used
The Result
The automated quoting system positioned Trim Landscaping as a modern, responsive service provider. Homeowners now receive accurate quotes within minutes rather than hours or days, greatly improving the customer experience. Internally, the team benefits from streamlined communication and a reliable CRM pipeline that captures every lead automatically. The real-time quoting process empowers Trim Landscaping to respond faster, build trust with homeowners, and significantly improve lead-to-client conversion rates while scaling without additional overhead.