Advanced AI pricing tool
How we rebuilt the customer intake process for Chicago Scanning — saving hours every day and removing manual work from end to end.
Client
Chicago Scanning
Focus
Operations & Automation
Result
3–4 hrs saved / day
The Context
Chicago Scanning is a media digitization business handling a wide range of formats — VHS, film, photos, and more.
Before this project, most customer interactions started with a phone call. Customers would describe what they had, and an employee would guide them through formats, quantities, and pricing.
These calls often took 15–20 minutes, sometimes longer. After the call, the work had just begun.
What happened after every call
Re-enter customer information manually
Calculate pricing by hand
Create and format an estimate
Send emails and follow up
This created a heavy operational burden before any actual production work even started.
The Goal
The goal was not simply to automate a form. It was to remove friction from the entire intake process — for both the customer and the business.
Eliminate long intake calls
Provide customers with immediate pricing clarity
Reduce manual data entry and errors
Give the team a structured way to review and approve estimates
Most importantly, the system needed to support the business workflow — not replace it.
Our Approach
We designed two complementary systems that work together.
Instant Pricing System
A structured interface that allows customers to input what they have. Based on their input, the system calculates pricing automatically, generates a clear breakdown, and sends it directly to the customer.
Before vs. After
Before
20 min call
After
Seconds
Automated Intake & Estimate Workflow
The internal workflow rebuilt around customer input. A fragmented process replaced by a connected system — with the business still in control, but the manual work removed.
New workflow
Behind the scenes
Auto-capture
All customer data captured automatically — no re-entry.
Structured records
A clean, organized record created for every lead.
Ready-to-review
Estimate generated and ready before anyone touches it.
One-click send
Team adjusts if needed, then sends with a single action.
The Impact
3–4 hrs
Saved per day on intake and communication
0
Long discovery calls needed for pricing
1-click
Estimate review and send for the team
Faster
Turnaround time for customer estimates
Fewer
Manual errors in the intake process
Scalable
Intake process that grows with the business
The team is no longer spending time on repetitive tasks and can focus on actual production.
The Shift
This project wasn't just about automation. It was about moving the business from a reactive mode to a structured one.
Before
Manual, reactive workflows
After
Structured, system-driven operations
Chicago Scanning now operates with a foundation that supports growth — where customer intake, pricing, and internal processes are aligned and efficient.
Work with us
Ready to remove the friction from your operations?
We build systems that let your team focus on the work that matters.