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Turn recorded sales calls into remodeling proposals in 10 to 15 minutes with Fireflies and Claude
Vlatko Demrovski, owner of Element Design Build, a Hudson, Ohio, design-build remodeler with eight employees, profiled by Qualified Remodeler as the 2026 Fred Case Award winner
He records first calls and in-home consultations with Fireflies. Claude summarizes each one, identifies action items and helps prepare a JobTread proposal from established templates and historical company data. A Claude project for final proposals pulls together the decisions, selections and cost history stored in JobTread into a final scope of work and budget. He can also ask Claude to build a proposed schedule from a start date using the company's actual task durations.
Claude $17/mo billed annually ($20 monthly) · Fireflies $10/seat/mo billed annually; free plan available
Medium · or we do it from $149/mo
Claude, Fireflies.ai, JobTread, GoHighLevel, Microsoft 365
The problem
Proposals took too long to prepare, and estimating a $150,000 kitchen could take two days of assembling selections, costs and trade contractor information. "We needed to do the work of a much larger back office without the overhead," he wrote.
What happened
He says initial proposals that took 60 to 90 minutes now take 10 to 15, and a $150,000 kitchen estimate that took two days can often be done in about three hours. Element grew from $3.74 million in 2024 to $3.92 million in 2025 with the same headcount, which he largely credits to the AI operations layer. "I read every single word," he says, and he tests spreadsheet instructions on one row before applying them.
Quoted in the source: Vlatko Demrovski, owner, Element Design Build. Source: Qualified Remodeler: 2026 Fred Case Award Winner, Control and Capacity (Patrick O'Toole) (2026-10-08) · Added 2026-10-16.
How to set it up yourself
- What Element Design Build used: Fireflies to record calls and consultations, and Claude, connected to JobTread through MCP and a third-party integration, to summarize, draft proposals from templates and past job costs, and build schedules.
- Without the integrations: record the consult with Fireflies (tell the client first). In Claude click Projects, then + New Project, and upload your proposal template and a cost history export from past jobs to the project knowledge.
- Click Set project instructions and paste the prompt below. Paste each Fireflies transcript into a new chat in the project and get back a summary, action items and a draft scope with line items.
- Copy the draft into your estimating or project software and price-check it yourself. Like Demrovski, read every word, and test any spreadsheet instruction on one row before applying it to the whole sheet.
Copy-paste prompt
You help {COMPANY NAME} prepare remodeling proposals. When I paste a consult transcript, give me: 1) a five-line summary of the client's goals and budget, 2) action items with owners, 3) a draft scope of work in the format of our template, with line-item budgets based only on the cost history in the project knowledge for {PROJECT TYPE}. Mark anything you can't support from our data as NEEDS PRICING.One short email a day: 3 new AI use cases from real small businesses, each with its source and setup steps, plus a Tool of the Day. Free, no spam, unsubscribe anytime.
Tools used
Claude
AI assistant for writing, long documents, analysis and coding help.
From $17/mo billed annually ($20 monthly) (checked 2026-10-15)
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Fireflies.ai
AI notetaker that records, transcribes and summarizes meetings.
From $10/seat/mo billed annually ($18 monthly); free plan available (checked 2026-10-15)
Visit site →Some tool links may be affiliate links. Disclosure
Checked prices: Claude: from $17/mo billed annually ($20 monthly) (verified 2026-10-15) · Fireflies.ai: from $10/seat/mo billed annually ($18 monthly); free plan available (verified 2026-10-15)
Rather not do it yourself?
We'll set this up in your tools, in your voice, tested. $149/mo with setup included (6-month minimum), or $497 pay-once. Satisfaction guarantee: we'll fix it until it works. Pay-once setups: or we refund your setup fee. $149/mo plan: cancel in the first 30 days and we refund your first month. Terms. We reply within 1 business day.
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