Starting point
Roofing & estimating
Turn roof measurements into a review-ready quote
A completed roof survey with photos, sketches and component details is translated into quantities, work items and a review-ready calculation. The technical lead only resolves ambiguous details and approves the quote draft before it leaves the business.
Process architecture
From site measurements to an approved quote draft.
The workflow connects field capture with the project file, current prices and the company quote template. Geometry and quantities are prepared automatically, while technically uncertain details remain visible and reach a person; the customer-ready document is created only after approval.
01Input
Survey & project data
Measurements, photos, sketches and customer information are combined into one case from the selected workplace and project file.
2 Steps
02Process
Quantities & estimating
Roof geometry is structured, material and work items are calculated, and exceptions to the estimating rules receive technical review.
7 Steps
03Output
Quote & record
The approved quote draft is ready for handover, project management receives the status and every supporting item remains traceable in the project file.
3 Steps
Source01Collect the roof survey
Microsoft Graph API or Gmail API collects the completed survey with photos, sketches and notes from the mailbox, form or mobile capture process.Details
Collect the roof survey
Microsoft Graph API or Gmail API collects the completed survey with photos, sketches and notes from the mailbox, form or mobile capture process.
Interfaces
- Microsoft Graph API
- SharePoint API
Next steps
- Load project context
Data02Load project context
The REST API of the trade ERP adds the customer, property address, contacts and existing project details, keeping the line-of-business system authoritative.Details
Load project context
The REST API of the trade ERP adds the customer, property address, contacts and existing project details, keeping the line-of-business system authoritative.
Interfaces
- Azure AI Document Intelligence
- Mistral OCR
- Dataverse API
Next steps
- Interpret roof geometry
Action03Interpret roof geometry
Plans and images are analysed through SharePoint REST API or Google Drive API; roof planes, edges, penetrations and visible components become a structured working basis.Details
Interpret roof geometry
Plans and images are analysed through SharePoint REST API or Google Drive API; roof planes, edges, penetrations and visible components become a structured working basis.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Derive quantities and work
Action04Derive quantities and work
Geometry, construction method and agreed allowance rules produce reviewable quantities for covering, battens, insulation, flashings, drainage and ancillary work.Details
Derive quantities and work
Geometry, construction method and agreed allowance rules produce reviewable quantities for covering, battens, insulation, flashings, drainage and ancillary work.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Check completeness
Decision05Check completeness
Mandatory details, conflicting dimensions and missing close-up photos are checked against the estimating rules; only a complete record continues automatically.Details
Check completeness
Mandatory details, conflicting dimensions and missing close-up photos are checked against the estimating rules; only a complete record continues automatically.
Interfaces
- Azure OpenAI GPT
- Anthropic Claude
- AI Builder
Next steps
- Build the estimateComplete
- Complete the surveyDetails missing
Approval06Complete the survey
Microsoft Teams Adaptive Cards or Google Chat API presents each open detail with the relevant image crop and a precise question to the surveyor or technical lead.Details
Complete the survey
Microsoft Teams Adaptive Cards or Google Chat API presents each open detail with the relevant image crop and a precise question to the surveyor or technical lead.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Interpret roof geometryAfter completion
System07Build the estimate
The REST API or a controlled SFTP exchange loads labour rates, material prices and the work catalogue from the trade ERP and writes back the estimate items.Details
Build the estimate
The REST API or a controlled SFTP exchange loads labour rates, material prices and the work catalogue from the trade ERP and writes back the estimate items.
Interfaces
- Dynamics 365 API
- Azure Service Bus
Next steps
- Approve the estimate
Approval08Approve the estimate
The technical lead reviews construction, allowances, subcontracted work and margin. Changes return to estimating with a reason, while approval remains attached to the case.Details
Approve the estimate
The technical lead reviews construction, allowances, subcontracted work and margin. Changes return to estimating with a reason, while approval remains attached to the case.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Create the quoteApproved
- Build the estimateCorrection needed
Action09Create the quote
The approved estimate and the company template produce a complete quote draft with scope descriptions, alternatives and validity information.Details
Create the quote
The approved estimate and the company template produce a complete quote draft with scope descriptions, alternatives and validity information.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Prepare quote handover
Result10Prepare quote handover
Microsoft Graph API or Gmail API prepares the quote draft for controlled handover; the roofing contractor retains the decision to send it to the customer.Details
Prepare quote handover
Microsoft Graph API or Gmail API prepares the quote draft for controlled handover; the roofing contractor retains the decision to send it to the customer.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- Inform project management
- Archive supporting records
Result11Inform project management
Microsoft Teams or Google Chat reports the approved status, open alternatives and agreed follow-up date to the responsible project lead.Details
Inform project management
Microsoft Teams or Google Chat reports the approved status, open alternatives and agreed follow-up date to the responsible project lead.
Interfaces
- Power BI API
- Teams Webhook
Result12Archive supporting records
SharePoint REST API or Google Drive API stores the survey, photos, quantity basis, price version, approval and quote version together in the project file.Details
Archive supporting records
SharePoint REST API or Google Drive API stores the survey, photos, quantity basis, price version, approval and quote version together in the project file.
Interfaces
- Power BI API
- Teams Webhook
System landscape
One process for Microsoft, Google and trade systems.
- Microsoft
Microsoft Graph API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
SharePoint API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure AI Document Intelligence
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Mistral OCR
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dataverse API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Automate
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Functions
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure OpenAI GPT
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Anthropic Claude
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
AI Builder
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Adaptive Cards
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Apps
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dynamics 365 API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Service Bus
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power BI API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Webhook
Möglicher Baustein für die Microsoft-Systemvariante.
- Interfaces in use
Gmail API
Collects survey documents from Gmail and prepares the quote draft as a reply within the matching case.
- Interfaces in use
REST API
Reads project master data, work items and prices from the trade ERP and writes back the approved estimate under controlled conditions.
- Interfaces in use
Google Drive API
Reads photos, sketches and plans from the project storage and archives the quote version and estimating basis.
- Interfaces in use
SharePoint REST API
Connects the Microsoft project file with its versions, metadata and existing permissions to the same workflow.
- Interfaces in use
Microsoft Teams Adaptive Cards
Presents missing details and technical approval directly in Microsoft Teams for action.
- Interfaces in use
Google Chat API
Handles questions and approvals for contractors that organise collaboration in Google Workspace.
- Interfaces in use
SFTP
Provides a controlled fallback for trade software without a modern API and acknowledges each file transfer.
- Possible apps & platforms
Microsoft Outlook
Intake channel for survey documents and a possible surface for the later quote handover.
- Possible apps & platforms
Microsoft Teams
Working surface for questions, technical review and status updates.
- Possible apps & platforms
Microsoft SharePoint
Project file for plans, photos, estimating records and approved documents.
- Possible apps & platforms
Gmail
Alternative intake channel and surface for preparing the quote handover.
- Possible apps & platforms
Google Drive
Alternative project storage for photos, sketches and quote versions.
- Possible apps & platforms
Google Chat
Alternative working surface for corrections, approvals and status updates.
- Possible apps & platforms
Handwerker-ERP
System of record for customers, projects, work items, prices and estimating.
- Possible apps & platforms
Aufmaß-App
Mobile capture of roof planes, components, photos and site notes.
- Possible apps & platforms
n8n
Optional visible orchestration for mixed or self-hosted environments.
Implementation in context
The roof survey becomes a reliable estimating basis.
The workflow replaces neither the survey app nor the trade ERP. It connects the existing tools and keeps every dimension, photo and estimated item attached to the same project. Microsoft 365, Google Workspace and custom file paths are alternative entrances to one consistent business process.
Only details with an unambiguous match and an agreed estimating rule are processed automatically. Conflicting dimensions, unclear flashings, missing close-up photos and unavailable work items are presented with their exact location to the surveyor or technical lead. Final approval of the estimate remains a deliberate human decision.
The trade ERP remains authoritative for customers, the work catalogue, labour rates, material prices and project status. Documents remain in Microsoft SharePoint, Google Drive or the contractor's existing project storage; only content required for the current step is passed to an analysis model. Access, corrections and approvals are recorded against the case.
Every transfer carries a unique case key so that a repeated run cannot create duplicate items or documents. If a target system is temporarily unavailable, the case remains queued and is resumed later. Estimating rules and document templates are versioned so the price basis can be reconstructed.
Target picture
The completed survey opens a structured estimating case with linked supporting records. Quantities and work items are available as a reviewable proposal, ambiguous details are marked, and the technical lead approves a complete quote draft with a documented basis.
Expected benefits
- Estimating starts with one connected project record instead of a search for files and notes.
- Areas, lengths and common ancillary work are proposed consistently under the agreed rules.
- Missing or conflicting information becomes visible and is resolved before quote approval.
- The technical lead reviews exceptions and construction choices instead of re-entering every item.
- Every quote item remains traceable to the survey, price version and approval basis.
- The contractor can run the same business process with Microsoft 365, Google Workspace or an existing custom system landscape.
Prerequisites to start
- 01An agreed survey structure with mandatory details for roof planes, edges, penetrations, flashings and construction variants.
- 02Maintained work and material master data with unique identifiers, valid price versions and traceable allowance rules.
- 03Documented read and write access to the trade ERP through a REST API, vendor export or controlled SFTP file path.
- 04A defined project repository in Microsoft SharePoint, Google Drive or the existing document system with managed permissions.
- 05Named roles for completing partial surveys and approving the technical estimate.
- 06An agreed quote template and rules for alternatives, subcontracted work, rounding and validity.
More use cases
Matching solutions from your industry
Scheduling & dispatch
Turn booking requests into calendar appointments
Every booking request from the shared mailbox, web form or chat is checked against opening hours, duration and free slots in Microsoft Outlook, Google Calendar or the line-of-business system, then booked as a firm appointment. Only requests without a clear slot reach dispatch; confirmation stays on the same case.
Every booking request leads to a checked calendar entry or to a reasoned reply on the same case. Dispatch decides only where no clear slot exists. Microsoft Outlook, Google Calendar or the line-of-business system remain the system of record; Nexaluna connects them and does not replace them.
- Microsoft Graph API
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Complaints & returns
Automate Complaint and Returns Handling
Every complaint from the mailbox and the web form is linked to its order and checked against photos and the reported defect. Only cases outside the agreed deadlines or approval limits reach quality assurance or sales management; everything else gets its decision the same day.
Every complaint is linked to an order on the day it arrives and checked against the same rules. Quality assurance and sales management only decide where the deadline, the defect, or the value falls outside the set limits, and each of those decisions is documented together with its basis.
- REST API
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Field service & operations
Capture data directly at the work site
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Current, complete field data without paper or duplicate capture, even with unstable connectivity.
- ERP- oder Field-Service-API
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Meetings & tasks
Turn meetings into concrete work
Decisions, tasks and deadlines are structured from meetings and handed to the right work systems with an explicit review step.
Less follow-up work, clear ownership and a consistent transition from conversation to delivery.
- Microsoft Graph / Teams
- Planner- oder Jira-API
- CRM-API
- Microsoft Teams
Sales & quoting
Turn customer inquiries into finished quotes automatically
Every customer inquiry from the shared mailbox and the web form is extracted, priced against the item master and the agreed terms, and sent as a complete quote. Only unmatched lines or discounts outside the rules reach inside sales; everything else leaves the company the same day.
Every inquiry leads to a complete quote with a number, line items and a validity period on the same day. Inside sales only decides where the match is missing or the price leaves the agreed rules, and each of those decisions stays on the case with its basis.
- Microsoft Graph / Gmail API
- Azure AI Document Intelligence / Google Document AI
- Azure OpenAI Service / Vertex AI / Ollama
- ERP REST / OData / Google Sheets API
Your next step
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