On-site survey and quoting app

The client

A Hungarian service SME whose work begins with an on-site visit: the surveyor travels to the property, assesses and documents the condition of the building, then quotes for the necessary work. At the client's request, the company name is not published.

The starting point

On-site surveys were done on paper: the form, the hand drawing and the phone photos all lived separately.
The completed paperwork then had to be scanned and emailed — a separate step after every single survey.
The quote was only assembled back at the office, so data captured on site had to be typed in again.
Pricing was calculated by hand, which took time and allowed for mistakes.
The data processing consent was on paper, handled separately from the survey.
There was no single, searchable record of past surveys.

The solution

A web application the surveyor uses on a tablet, on site. The entire survey is completed on one device, in one pass.

Project register — every survey is a project in a searchable register, with role-based access.
On-site drawing — the surveyor draws the layout and markings directly on the tablet, by touch.
Digital forms — the survey form is filled in on site, replacing the paper questionnaire.
Photo documentation — images are attached to the project and organised immediately.
Quote on site — the system calculates the quote from the central price configuration, produces a PDF, and the client can sign it on the spot on the touchscreen.
Data processing consent — the GDPR declaration is signed as part of the same flow, together with the quote.
Quote without a price — if no price can be given on site, the consent can still be signed, and the worked-out quote follows by email. No site visit goes undocumented.
Quote delivery by email — the signed document goes out directly, with no scanning, from an editable template and with an optional information attachment.
Admin interface — price configuration, email and text templates, users and permissions, all managed by the client.

Outcome

The survey now finishes on site. Drawing, form, photos, quote and signature on a single device, in a single pass — no scanning afterwards, no re-typing at the office, no separate round of admin.

A more professional impression. The surveyor arrives with a tablet rather than a folder of paperwork, and the process is digital from the first minute. The property owner sees this too — and it strengthens the company's professional standing at exactly the moment the decision is made.

The system is genuinely in use. In roughly six months since go-live, 159 survey projects have been created in it — around 25-30 site visits a month. The system scales well beyond that, comfortably handling several hundred surveys a month.

In addition:

Quotes are produced in a consistent format from the central price configuration, so pricing is changed in one place.
Every past survey is available in a searchable register.
Consent capture became part of the process rather than separate paperwork.

Built for expansion

The system was built with permission levels from the start, so it can handle more than a single surveyor's work: individual surveyors' projects separately, and the whole company in aggregate.

That layer is not yet in use, but it is ready: alongside the surveyors, the workflows of installers and staff at other levels of the company can be brought into the same system without rebuilding from scratch.

Where else this works

The core of the solution is not building surveys but a more general situation: the work starts on site, yet the deal only closes back at the office. That gap shows up identically anywhere people work by visiting — window, air-conditioning and flooring contractors, landscapers, loss adjusters, property valuers, maintenance and service providers.

The drawing, the form, the pricing and the signature can also be deployed separately: all four are not required to make a site visit paperless.

Operation

The system runs on our infrastructure, on EU servers. The application continues to evolve: new quote types and features are added in small, continuous steps, matched to how the company actually works.

This case study is based on a real engagement, anonymised at the client's request. Time savings were not measured, so no figure is claimed for them.