Southeast Waste Solutions is a waste removal and house clearance company in Kent. They wanted more of their website enquiries to turn into paid jobs. We built a portal that catches every enquiry, reads it with AI, drafts a priced quote in seconds, follows up automatically, and carries the job through to the invoice.
The goal: turn more website enquiries into booked, paid jobs, without adding hours of admin.
The challenge. In waste removal, the first clear price usually wins the job. But every enquiry arrives as a loose description, sometimes with photos, and has to be read, priced from real costs, written up and chased, all while the crews are out on other jobs.
What we did. We connected the website's quote forms to a private portal. Each enquiry is acknowledged instantly, read by AI against the company's own price list, and turned into a draft quote that a person reviews and sends in one click. Quotes are accepted on the customer's phone, followed up automatically, and carried through to the job, the waste transfer note and the invoice.
Submit the enquiry in tab one, then work through the tabs in order. You'll play the customer and the team. The AI reading is a recorded example here (in the real portal it's live), but the pricing, rules and paperwork all work for real.
| Enquiry | Status | Received |
|---|
Screens and rules recreated from the real portal. All names, prices and figures are invented sample data.
Customers get an instant acknowledgement and the team gets an alert. Anything left unanswered for an hour is highlighted.
AI drafts the quote lines from the enquiry and photos, and prices come straight from the company's costs and target margin.
Polite follow-ups go out on days two and five, only in office hours, and stop the moment a customer replies or accepts.
Jobs, waste transfer notes and invoices come from the same screen, and overdue invoices are chased automatically.
The website's forms post straight into the portal with photos and Google Ads click data, filtered for spam. If the portal were ever unreachable, the form falls back to email so no enquiry is lost.
Every enquiry with its status, with urgent and out-of-area flags, assignment to team members, and a clear highlight when one is waiting for a reply.
Reads the message and photos against the company's own price list, estimates quantities, spots access problems, and separates questions for the customer from notes for the team.
Costs are entered once. Prices come from a target margin or a multiplier, with per-item overrides, rounding, a minimum charge and VAT handled.
Review the draft, adjust it, and send a branded quote in one click with a button to view and accept. Email wording is the company's own, editable in the portal.
Works on any phone. Customers accept, ask a question or decline, and the team can see when a quote has been opened.
Accepted quotes become jobs on a weekly calendar with crew, vehicle and access notes, and a booking confirmation goes to the customer.
Pre-filled waste transfer notes with the duty-of-care reminder, and invoices built from the accepted quote, paid by bank transfer, with automatic reminders.
Win rate, average quote, margin, reply speed, lead sources, waste types and why jobs were lost, with CSV export for the accounts.
The AI never sees costs, can't set a price and can't send anything. Its suggestions are checked against the real price list, and a person approves every customer-facing step.
Staff can quote and run jobs without ever seeing costs or margins. Those, along with settings and reports, are for administrators only.
If the portal can't be reached, the website form falls back to email. If the AI step fails, it's retried automatically in the background.
Automatic emails only go out in office hours and never on Sundays, and stop as soon as a customer replies or accepts.
Invoices are paid by bank transfer, so there are no card processing fees. Online card payments can be switched on later if they're ever wanted.
Each customer can be exported or erased, there's an optional automatic clean-up period, and every change is recorded in an activity log.
If quotes, follow-ups and paperwork are eating your week, there's probably a portal in there. A free 20-minute call is the easiest start.
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