Inspection results to report and quote with an AI assistant
With QuoteCloud's MCP service, an AI assistant your business connects can be set up to turn the day's inspection results into the site's test report and a priced defect quote, as drafts your team reviews.
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QuoteCloud's MCP service, on Essentials and up, lets an AI assistant work with QuoteCloud. Connected to your inspection results, it can be set up to find the client, create the test report and defect quote from your templates, add a price-book line per defect and check approval rules. Everything is a draft: a person reviews and sends.
Last reviewed by the QuoteCloud team
An engineered drawing of five stations on one plinth, joined by a line: a tablet showing inspection results with one failed row (your inspection app); a plain unit (your AI assistant); a connector (QuoteCloud's MCP service); two standing documents each stamped DRAFT (the test report and the defect quote in QuoteCloud); and a review desk beside a barrier the line can't pass. In turn: the assistant reads today's Calder House results, 186 devices with 4 failed; it creates the test report and the defect quote from your templates as drafts; Freya, the fire services manager, reviews them; and Freya sends them to the building manager, Simone Achebe, as the barrier lifts. The assistant never sends. Illustrative: what an assistant can be set up to do.
What an assistant can be set up to do, job by job
Four everyday requests in a fire and security office, and what an AI assistant connected through QuoteCloud's MCP service can be set up to do with each. Every document waits as a draft for a named person.
Draft the Calder House test report from today's inspection, and a defect quote for anything that failed.
Freya Lindqvist, fire services manager · illustrative request
What it may read
- Your inspection appToday's Calder House results, through the app's own connection or an export
- Your templatesInspection report and defect quote
- Your price bookThe standard fix for each kind of defect
What it can be set up to do
- Find Larchmont Property Group and the Calder House site
- Create the test report from your template, as a draft
- Fill the results by system and list each failed device
- Create the defect quote, one price-book line per defect plus the visit
- Check your approval rules ($1,162.70: under $5,000, none needed)
- Leave both drafts for Freya
- Freya checks both drafts and edits the wording
- Freya sends them to Simone Achebe
- Simone ticks the defects to fix and signs
Quote the Elm Street Arcade defects from Monday's inspection, critical ones first.
Freya Lindqvist, fire services manager · illustrative request
What it may read
- Your inspection appElm Street Arcade results and severities, as your technicians recorded them
- Your price bookFixes for batteries, detectors, lights, hose reels, doors and cameras
What it can be set up to do
- Create the defect quote from your template, as a draft
- Group the lines as your technicians graded them: critical, then non-critical
- Add a price-book line for each defect, with its location in the note
- Check your approval rules: $6,052.20 is over $5,000
- Leave the draft for Freya and say it needs Ingrid's approval
- Freya reviews and submits it for approval
- Ingrid Moss approves it (Business plan)
- Freya sends it; Simone ticks and signs
Draft Calder House's annual statement from this year's four visit reports.
Wren Halloran, office & compliance coordinator · illustrative request
What it may read
- This year's reports in QuoteCloudHF-TR-2540, HF-SR-2588, HF-SR-2603 and HF-TR-2611, with their status
- Your statement templateWith its locked statement wording
What it can be set up to do
- Create the annual statement from your template, as a draft
- Fill the visits table: dates, scope, devices, defects raised and cleared
- List the open item, CAM-G-02, and the quote it's in
- Leave the locked statement wording as it is
- Leave the draft for Wren
- Wren checks the figures against your records
- Freya signs it for Harrowfield
- Wren sends it; the owner acknowledges
Which defect quotes from October haven't been signed yet, and has the building manager opened them?
Ingrid Moss, director · illustrative request
What it may read
- Your documents in QuoteCloudDefect quotes sent in October and their status
What it can be set up to do
- Search October's defect quotes by status
- Read which ones were opened and which are still unsigned
- Answer in the chat, changing nothing
- Ingrid decides who to call
- Freya follows up with the building managers
- Reads only what you allowThe results, templates and price book you choose, nothing else
- Creates draftsEvery document waits as a draft for a named person
- Approvals still applyYour rules on total value or discount (Business)
- A person sendsThe assistant never sends to a client
Illustrative examples with a fictional business. QuoteCloud's articles describe these as things an MCP implementation can be set up to do, not as named, shipped tools. MCP is on Essentials and up; approval rules are on Business.
Drafts your service manager can trust and change
What the assistant leaves is an ordinary QuoteCloud document, built from your template and your price book: the same defect lines, at the same prices, that Freya would have picked.
It stays a draft until a person has checked it. Freya can edit any line, reword a finding or delete a defect before she sends it, and your approval rules apply exactly as they do to her own quotes.
- Your templates and price book, not new content
- Edit anything before it's sent
- Approval rules still apply (Business)
Defects to fix
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Defect visit | $165 | ||
Attendance, defect rectification visitOne technician, up to 1 hour on site
|
1 visit | $165 | $165.00 |
| Defects found on 14 Oct Tick to add | |||
Replace photoelectric smoke detectorSD-L3-07 · Level 3, open office · critical
|
1 ea | $168 | $168.00 |
Replace emergency light battery packEL-S2-04 · Stair 2, Level 4 · critical
|
1 ea | $96 | $96.00 |
Replace 4.5 kg dry powder extinguisherFE-L2-03 · Level 2 corridor · critical
|
1 ea | $142 | $142.00 |
Replace dome camera, re-aim and record testCAM-B1-06 · Basement car park · non-critical
|
1 ea | $486 | $486.00 |
- Subtotal
- $1,057.00
- Tax (10%)
- $105.70
- Total
- $1,162.70
- Plus, monthly
- $0.00/mo
What you decide when you set it up
QuoteCloud's own guidance starts every MCP implementation with boundaries. For a fire and security contractor they look like this.
What it may read
The inspection results, the templates and the price book a job needs, and nothing more.
Which templates
Your report, defect quote and statement templates, so every draft is in your format.
Which price book
Your standard fixes, so each defect is priced the way your office prices it.
Drafts only
It creates documents for review; sending stays with your team.
Who reviews
A named service manager checks every draft before it goes to a client.
Your approval rules
Quotes over your limit wait for a director, however they were drafted (Business).
Start with your report and quote templates
Free for 14 days, no credit card required. The templates and price book an assistant would use are the same ones your team uses today.
When an assistant isn't worth it yet
QuoteCloud's own article on MCP is candid: not every business needs it. If you only want help with wording, the AI Co-Worker in the editor may be enough (Business). If you send a handful of bespoke reports a month, doing them by hand may still be quicker than setting anything up.
And if your inspection results aren't well structured, with device ids, locations and findings in consistent fields, connecting an assistant won't fix that. The case is strongest when you produce many similar reports and quotes from data that already sits in your inspection app.
- Many similar sites, inspected on a cycle
- Results already recorded device by device
- Office time spent retyping into reports and quotes
How a rollout with an assistant works
Planning steps, not promises: your workflow sets the pace.
Templates first
Build your report and defect quote templates and load your price book.
Choose the job
Pick one repetitive job, such as routine inspections, and the person who reviews it.
Set the boundaries
Decide what the assistant may read and that it creates drafts only.
Connect
Connect your assistant through QuoteCloud's MCP service; QuoteCloud's team can help with the setup.
Review every draft
Start with every draft checked; widen to other jobs once the drafts are reliable.
No assistant? The same drafts through the API, Zapier or Make
If your inspection app can send its results, it can create the report and the defect quote from your templates through the QuoteCloud API or Zapier, with the defect lines added at creation. Make is supported too.
Documents created through the API or Zapier carry a per-document fee: US$2.00, $1.80 or $1.60 a document by monthly volume. Either way, a person reviews and sends.
- Create from a template, fill data items
- Add price-table lines at creation
- Never ticks options or chooses blocks
API, Zapier and Make: Essentials and up
Inspection apps & integrationsActivity
- Drafted from the inspection4 defects, 4 price-book lines
- Reviewed and sentBy Freya Lindqvist
- Defects tickedSimone approved all four
- Signed$1,162.70 inc tax · certificate of authenticity attached
- Invoice created in XeroNative on Business, otherwise through Zapier
AI and MCP questions
What is QuoteCloud's MCP service?
MCP, the Model Context Protocol, is a standard way for AI applications to connect to other tools and data. QuoteCloud's MCP service lets an AI assistant your business connects work with QuoteCloud. It's on the Essentials plan and up.
Can it write our test reports and defect quotes?
It can be set up to draft them: find the client, create the report and the quote from your templates, add a price-book line per defect and check your approval rules. Everything it creates is a draft for a person to review, edit and send.
Does the assistant send anything to clients?
No. Set it up to create drafts only. A named person on your team reviews each draft, edits it if needed and sends it. Approval rules on the Business plan still apply to anything it prepares.
What can the assistant read?
Only what you allow. A typical setup reads the day's results from your inspection app, through that app's own connection or an export, plus your templates and price book. QuoteCloud's guidance is to give it the minimum access a job needs.
Which AI assistants work with it?
MCP is an open standard, so an assistant that supports MCP can connect. We don't name or recommend a specific assistant; QuoteCloud's team can help you set up the connection and the workflow.
Do we need an assistant to automate reports?
No. Your inspection app or job system can create the same documents through the QuoteCloud API, Zapier or Make, on Essentials and up. API and Zapier documents carry a per-document fee of US$2.00, $1.80 or $1.60 by volume.
Everything a security & fire business sends
From the drafts to the report, the defect quote and the integrations behind them.
-
Inspection & test reportsEach site's routine inspection as a branded report: results by system, the defects found, and the building manager's acknowledgement.Explore
-
Defect rectification quotesEvery defect from the inspection as a priced line the building manager ticks to approve, then signs.Explore
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Inspection apps, job systems & accountingYour inspection app, job system, CRM and accounts, connected the way each one really connects: MCP, the API, Zapier, Make or natively.Explore
- Annual statements for building ownersYour own year-end summary of every visit, defect and fix at a site, sent for the owner to acknowledge.
- CCTV, alarm, access & fire detection proposalsNew systems proposed zone by zone: equipment, cabling, installation and options the client chooses, with a deposit on signing.
- Device count calculators that price the proposalCameras, sensors, readers and detectors counted per zone in a spreadsheet whose cells set the equipment and cabling lines.
- Monitoring & service agreementsMonitoring tiers and scheduled servicing as repeating charges in the agreement, with an expiry date and a renewal you send.
- Multi-site & property portfolio quotesOne service agreement per building for a property manager's portfolio, bulk-sent and tracked to signature.
- Building manager sign-off, approvals & depositsApproval rules before big quotes go out, several signers on the client side, and a deposit on signing for new installs.
- Security & fire templatesReal QuoteCloud templates to start your test reports, defect quotes, installation proposals and service agreements from.
- QuoteCloud implementation for security & fire contractorsYour report and quote templates, defect price book, device calculator and assistant connection set up, and your team trained.
- FAQAnswers to the questions fire services, CCTV, alarm and access control contractors ask most.
Drafts waiting when the inspection ends
Free for 14 days. No credit card required.