Subject Quote for conference room chairs
Hello, please send us a quote for 40 conference chairs delivered to Rzeszów. We need them by the end of the month. Could we pay by bank transfer within 30 days? Best regards, Anna Wróbel
sample dataOffice work automation
Hand off the repetitive work. Keep the decisions.
Answering emails, copying data out of PDFs, keeping track of invoices and deadlines. Skautio sets up tools that do this for you. You check and approve every message before it goes to a client.
Prefer to call? 733 111 793
- First results in 3–4 weeks
- Fixed price agreed upfront
- Works with your email, Excel and PDFs
3 new items in the inbox. Drafts are waiting for you.
Draft quote for Kreska Design Studioready · 8:13
iUpholstery colour is missing. A question about it is already added to the reply.
What we can take over
Things your team does by hand for the hundredth time
We start with one of them. The one that takes the most time or where things slip through most often.
Client emails
Inquiries, questions, orders, complaints. The system reads every message, works out what it is about and prepares a reply.
Nothing gets lost between ads and invoices.
Quotes and estimates
A draft quote is built from the client's request and your price list. You adjust what needs adjusting and send it.
The quote goes out the same day.
Documents and contracts
Pulls the key data out of a PDF and marks the parts that need care, such as penalty clauses or long payment terms.
You know what you sign before you sign it.
Invoices and payments
Copies invoice data into Excel or the software you use. Prepares reminders about overdue payments.
No more copying data after hours.
Open matters
Keeps an eye on unanswered quotes and unfinished topics. Prepares a reminder before the client forgets about you.
No matter gets stuck in silence.
Report for the owner
Every Friday you get a short summary of the week. What came in, what went out and what is waiting for your decision.
You know what is going on without asking everyone.
Don't see your problem here? Tell us what your team does by hand. We'll check whether it can be made simpler.
More than automation
If your company needs something bigger, that can be done too. Always built around the way you work, after an audit.
One dashboard with your company data
Data from email, Excel and several programs on one screen, kept up to date. Sales, orders and payments in one place.
Web and mobile apps
For phone and computer. For field staff, for the warehouse, or for clients who place orders.
Connecting programs that don't talk to each other
Data moves from one system to another on its own. No more typing the same thing in several places.
One morning, one example
What one inquiry looks like when the system works alongside you
Hello, thank you for your inquiry. The price for 40 conference chairs delivered to Rzeszów is … net. Delivery by the end of the month is possible, and so is payment by transfer within 30 days. Which upholstery colour would you like?
Approved by you at 8:40
- 8:12
The system reads the email
It recognises a quote request and pulls out the key details: product, quantity, delivery place, deadline and payment terms.
- 8:12
It spots what is missing
The request does not say which upholstery colour. The system adds that question to the reply.
- 8:13
It prepares a draft
Price from your price list, delivery cost and lead time.
- 8:40
You approve
You read the draft, change one sentence and click Send.
The client gets a reply the very same morning.
Times are illustrative. At the start we measure them on your own cases.
Try the interactive demosWho it's for
For companies where a lot of work runs through email and paper
Sound familiar?
- You get dozens of emails a day and some of them never get an answer.
- Someone on your team spends hours copying data from PDFs into Excel.
- Quotes go out after several days because nobody has time for them.
- You are the only one who remembers overdue payments and client replies.
Example industries
- Accounting firms
- Trade and wholesale
- Service companies
- Manufacturing
- Construction and installation
- Agencies and design studios
- Service and repair
- Real estate
- Your industry
You don't need a CRM or an IT department. We work with what you already use: email, Excel, PDFs, shared drives and your accounting software.
Who's behind it
„I design, build and look after every automation myself. If something doesn't work, you call me.”
Leszek KasperczykSoftware developer, 15 years of experience · Kraków
For years I built systems for large international companies in manufacturing, consumer goods, education and finance. Now I help companies save time on office work. From the first call to looking after the finished solution, you deal with one person.
Phone: 733 111 793
Demo 1 · inbox
No client email gets lost
The system reads emails and attachments, pulls out the data and writes a draft reply. You check it and send it.
ProblemInquiries get buried in the inbox between invoices and ads
What the system doesReads 8 emails (one in German), sorts them and writes draft replies
Result8 of 8 inquiries on the list, none lost
Emily Carter
Staircase
Original message
Hi there looking for someone to build an oak staircase, house in Denver, about 16 steps. When and how much? thanks sent from my iPhone
Scopebuild an oak staircase
Quantity16 steps
LocationDenver
- exact staircase dimensions (width, riser height, run length)
- shape/construction (straight run, winder, etc.)
- finish/coating type
- technical drawing or sketch
- client budget
- target completion date
Draft replyprepared by the system
Hi Emily, thanks for reaching out — we'd be glad to quote an oak staircase for your house in Denver. To put together an accurate quote, could you send us a few more details: - Exact staircase dimensions (width, riser height, run length) - Shape and construction (straight run, winder, with a landing, etc.) — a technical drawing or sketch would help most - Preferred finish (varnish, oil, color) - Rough budget - Target completion date Once we have this we'll get back to you with a quote within 2 business days. Best regards
in this demo: nothing actually sends — for you it goes out as a real email
Sample data. For you it runs on your own inbox.
Demo 2 · PDF documents
The penalty clause on page 13 won't slip past
16 pages of specification. The system lists the items to price and marks the clauses to watch before you sign.
ProblemImportant clauses buried deep in long PDFs
What the system doesReads the whole document and marks penalties, gaps and risks with page numbers
Result15 clauses to watch, including a 0.2% daily penalty on page 13
Quote request no. SFN/RE/2026/041 — Facade and roof renovation of an office building
sample data · breakdown generated from these 16 pages
Sample data. For you it runs on your own documents.
Demo 3 · unanswered quotes
No quote gets stuck in silence
The system keeps an eye on sent quotes, prepares reminders for clients and puts together a weekly report every Friday.
ProblemSent quotes wait for weeks and nobody follows up
What the system doesCounts days without a reply, writes reminders and prepares a Friday report
Result€57,200 back in the conversation after 3 reminders
Quote register · Budrex Example Ltd.
€57,200net waiting in silence — 3 quotes unanswered for >5 days
- Anna Bennett€15,800Oak staircase with railing, single-family home (Lake District)Sentsilent 8 days
- GK Developments Ltd.€32,000Industrial hardened floor screed, 400 m² (Manchester)Sentsilent 7 days
- Mark Sanders€9,400Patio roof + railing, steel-timber structureSentsilent 12 days
- Chris Barton€11,200Interior railings (order from May, in progress)Accepted
- Property Management "Example Court 12"€18,400Facade cleaning, 8-storey buildingAcceptedsent 4 Jul 2026
!The system drafted 3 follow-up emails. Nothing sends itself — they're waiting for your approval.
GK Developments Ltd.silent 7 daysTo approve
Hello, A week ago we sent over our quote for the industrial hardened floor screed (400 m², Manchester) and haven’t heard back yet. I wanted to check whether the document arrived and whether you’ve had a chance to look it over. The quote is still valid – if any questions have come up about the scope of work, we’re happy to help. I’d appreciate an update on how things are moving on your end. Best regards
Anna Bennettsilent 8 daysTo approve
Hi Anna, A week ago we sent over our quote for the oak staircase with railing for your home, and I wanted to check it arrived safely and that you’ve had a moment to look through it. I know it’s a lot to take in, so I’m happy to answer any questions that have come up. It might be easier to just have a quick call — let me know what time works for you. Looking forward to hearing from you. Best regards
Mark Sanderssilent 12 daysTo approve
Hi Mark, Just a quick reminder about the quote for the patio roof with railing (steel-timber structure) we sent 12 days ago. Have you had a chance to look it over? Happy to answer any questions you might have. Best regards
Sample data. For you it runs on your own quotes and inbox.
Do the maths
How many hours a month does manual work take you?
Enter your own numbers. The result updates right away.
40 hof manual work per monthwhat these items take today
~20 hyou could get back each monthroughly half of that work
~€700what that time is worthhours recovered times hourly cost, every month
We assume automation takes over roughly half of this work. It is only an estimate. In the free audit we work it out on your own examples.
Control and data
You have the final say
Anything meant for your clients is seen by you first.
Nothing goes out without you
The system prepares a draft. You decide whether to send it, edit it or reject it.
You can see what is happening
Every step is recorded. If something goes wrong, you can see exactly what happened and when.
We agree the rules before we start
Before we begin, we agree what data the system can see and where it is processed. We sign a data processing agreement and, if you wish, a confidentiality agreement too.
Only examples on this page
All demos run on made-up data. We start working on your real cases only once the rules are agreed.
How we start
From a free audit to first results
First we check what is worth doing. You only pay for a specific piece of work with a price you know upfront.
- 1
Free audit
By phone, online or at your office. We look at where most of the time goes.
- 2
Consultation with a plan and quote
You get a list of things to do, the order to do them in and a fixed price for each. You decide where we start.
- 3
Delivery
We start with the one thing that will pay off fastest and set it up on your email and documents.
- 4
Support and growth
We make sure everything keeps working and add further improvements when your company needs them.
First automation (single-process pilot): from €2,900 net A fixed price for an agreed scope, known before we start. Dashboards, apps and larger projects are quoted after the audit.
Questions
Before you ask
How much does it cost?
The audit is free. The first automation (a single-process pilot) starts at €2,900 net. It is a fixed price for an agreed scope. Dashboards, apps and further automations are quoted after the audit, and you know the price of each before we start.
Does the system send emails to clients on its own?
No. It prepares a draft and you decide whether to send it. You can also edit or reject it.
Do I need to change anything in my company?
No. We work with your email, files and spreadsheets. You don't need to buy new software, train your team on a new system or involve your IT department.
My industry isn't listed. Is this for me?
Most likely, yes. What matters is whether your company has repetitive tasks around emails and documents. The industry matters less.
Do you also build apps or a data dashboard?
Yes. Besides automation we build dashboards that show data from several programs on one screen, and web and mobile apps, for example for field staff or for clients. Scope and price are agreed after the audit.
How long does it take?
The audit takes up to an hour. You usually get the plan and quote within a few days. First results typically show up 3–4 weeks after delivery starts.
What about data and GDPR?
Before we start, we agree what data the system processes and where. We sign a data processing agreement. GDPR compliance depends on the specific setup, so we work it out together before we begin.
What if the system makes a mistake?
You will see it before anything is sent, because you approve every reply. The event log also shows what the system based its draft on.
Free auditTell us what your team does by hand.
Tell us what your team does by hand.
We'll check what can be done about it.
The audit takes up to an hour, by phone, online or on site. Afterwards you know what can be improved, how long it will take and what it will cost.
See the demos firstEmail: kontakt@skautio.pl· phone: 733 111 793
- Audit free of charge
- Fixed price agreed upfront
- You approve everything that goes to clients