Your customer needs a floor sander from Friday to Monday. Before you can quote, your hire desk needs the dates, collection or delivery details, and which machine the customer wants. Meanwhile, staff are serving customers at the counter and answering the phone. This AI website assistant collects the enquiry, checks your availability records and prepares a quote for your team to approve.
The assistant uses your equipment list, hire rates and booking records. For example, it can report that your records show a requested sander is available, calculate the hire charge using your weekend pricing rule and add the agreed delivery charge for the customer’s postcode. It sends the proposed quote and enquiry details to your hire desk. Your staff confirm availability and approve the price before anything is booked.
What You Get:
- One AI chat assistant installed on your tool hire website
- Setup for one branch and up to 100 equipment listings
- Questions that collect the requested equipment, quantity, hire dates, postcode and contact details
- Connection to one agreed Google Sheets register containing equipment, bookings and maintenance blocks
- Availability checks against that register for the requested hire period
- Quote calculations using your supplied daily, weekly and weekend rates, minimum charges and delivery zones
- Separate lines for hire charges, delivery, deposit and VAT, using the rules you provide
- An n8n workflow that emails the draft quote and customer details to your hire desk
- Referral to your team when equipment cannot be matched, a price is missing, or the request needs specialist advice
- Testing with 25 sample enquiries, two rounds of adjustments and a handover session
The Benefits to You:
- Collect hire enquiries while your counter staff are busy
- Give customers information drawn from your actual equipment list
- Reduce calls made just to ask for missing dates or delivery details
- Keep the availability check tied to a record your team controls
- Flag booking clashes and equipment marked out of service
- Apply your hire rules consistently instead of asking staff to calculate every enquiry from scratch
- Make the proposed charges clear before your team reviews them
- Give staff a prepared quote they can check and send
- Bring unusual requests to a person instead of guessing
- Check how the assistant handles real hire situations before launch
The assistant does not reserve equipment, take payments or promise that a machine is suitable for a particular job. Availability depends on your team keeping the booking and maintenance register current. Existing hire software integration is outside this package.
You receive the working system in your own accounts, written instructions and 14 days of support to fix faults in the agreed build. Website chat software, hosting and AI usage charges are paid separately. Additional branches and ongoing support are quoted separately.
Send us your equipment list, hire rates, and a sample booking register so that we can confirm the setup before you order.