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Phi-Lean.ai – True Lean software automation

Kitchen retailer

Every appointment prepared, and a quote draft ready on the day of the visit

The customer booked online, sent photos of the kitchen and gave a budget. On the day, the designer arrives with one page that sums it all up. After the visit, he dictates his notes: the visit report and the quote draft are ready.

Target

Same day

visit report and quote draft on the day of the visit

The scenario

A 40-person kitchen retailer with two showrooms and a fitting team.

The flow, end to end

This use case, laid out on the Phi-Core architecture.

  1. What triggers it

    • CRM & calendarAppointment booked in the calendar
    • Files droppedVoice note and photos dropped after the visit

  2. The agents at work

    Phi-Core
    • Profile AnalysisReads a request or a message and works out who, what, by when, and what is missing.
    • SynthesisCondenses onto one page what matters for the decision.
    • DraftingWrites replies, quotes and reminders, in your tone and your house style.

  3. You validate

    The designer reviews the report and fills in the prices before anything goes to the customer.

  4. What comes out

    • Briefs & synthesesOne-page project brief, an hour before the appointment
    • Documents generatedVisit report and quote draft
    • Systems kept up to dateProject updated in the sales tool

Today

  • The designer discovers the project on arrival, and asks questions already asked on the phone.
  • The photos sent by the customer get lost in e-mails.
  • The visit report is written in the evening, or not at all.
  • The quote goes out days after the visit, once the customer’s enthusiasm has cooled.

With Phi-Core

  1. The customer books an appointment, answers five questions and attaches photos.
  2. The analysis agent describes the photos (floor area, visible water supply, window, current style) and cross-checks them with the answers.
  3. An hour before, the designer receives a one-page project brief: needs, constraints, budget, questions to ask.
  4. After the visit, he dictates three minutes of notes on his phone.
  5. The drafting agent produces the visit report and the quote draft, from the showroom’s ranges.
  6. The designer reviews, fills in the prices and sends; the sales tool is up to date.

What we look at first

Before plugging anything in, we spend time with the people who do this work. That is where most of the value lies: a well-understood flow automates simply; a poorly understood one automates badly, whatever the tool.

  • The information that really changes the project: dimensions, technical constraints, budget, timing.
  • The booking questionnaire, cut down to what is useful.
  • The showroom’s quote templates, by range.

What changes

  • Shorter, more useful appointments.
  • A visit report every time, shared with the fitting team.
  • A quote that goes out while the customer is still keen.
  • Designers who spend more time designing.

Plugged into your tools

The online booking tool, the calendar, e-mail, a shared folder per project, the quote templates, the sales tool.

Safeguards

  • Prices and measurements remain the designer’s job.
  • Photos are used only for the customer’s project and stored in its folder.
The Lean principle behind this case“Serve better” pillar: + Added valueServe better: quality right first timeRead on phi-lean.com

Does your flow look like this one?

Describe it in a few lines: we will tell you where we would start, and what we would look at first.

Talk about my flow

Typical scenario, built to illustrate Phi-Core; it is not a client reference. The targets shown are design goals: yours are set during the diagnostic, from your real flow.

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