Leads & Estimates

Importing a Broker Job

Turn a broker's estimate document into a booked long distance estimate with the AI scanner.

When work comes from a broker or booking agent, you do not have to retype it. Broker Import & AI Scanner (sidebar → Operations) reads the broker's document and fills in the customer, the move and the inventory for you to check. When you approve it, the portal creates the lead and the estimate and books it, all in one step.

What you can feed it

Under Scan source, upload one PDF or image, or paste the broker document text. Accepted formats are PDF, JPG, PNG, WebP or TXT, up to 10 MB. Drop the file on Drop a broker document here, or use Paste broker text if you only have the email body. Then click Scan Broker Document.

Checking the scan

The scanner shows three panels:

  • Original document. The file you uploaded, so you can check the results against it.
  • Lead + estimate review. The customer, the broker and the move: the Broker / Booking Agent Reference # (required), Move date, Quoted price, Move type, the origin and destination addresses, and Import notes.
  • Inventory mapper. Each item the scanner found, by room, with its Quantity and its Standard inventory match. An item it could not match shows Unmatched / custom item. Pick the right catalog item for each one.

Your own estimate number is not typed here. It is assigned automatically when you import and book, and the broker's number never replaces it.

Under Broker documents you can also attach a Broker-signed JAF. It is optional.

Importing and booking

Click Import & Book Estimate. Nothing is saved until you do. Scanning is safe to try: if the result is poor, walk away and nothing was created.

The import only goes through when:

  • the Move type is Long distance. Local, commercial and storage-in moves go through the regular estimate workflow so their labor pricing is reviewed.
  • there is a Move date.
  • the document has inventory and every item is matched to a catalog item.
  • the origin and destination are in different states.
  • your tariff has a rate for that route, or you have a Baseline /CF set (see Setting Your Rates).
  • the Broker / Booking Agent Reference # has not already been imported in your company.
  • your company has exactly one active user with the Dispatcher role. The new lead and estimate are assigned to that person. If this is not met, the save fails with a message that the save could not be completed.

The price comes from your numbers. The booked total is the imported cubic feet times your tariff rate for the route, plus your fuel surcharge. No long distance minimum is added, so the cube is exactly the broker's. The broker's Quoted price is recorded with the import but does not set the price.

When the import finishes you see the new Estimate # and the Broker Reference #, with Open Estimate and View Lead buttons. From there it is an ordinary booked estimate: dispatch, documents, payments and closing all work the same as for work you sold yourself.

Where the documents end up

The scanned broker estimate and the optional broker-signed JAF are filed on the booked estimate's Documents tab, in the Broker Import section. Pasted text is not a file, so nothing is filed for it.

Scan credits

Each scan uses one credit. The page shows Monthly scans remaining from your plan, which resets with your billing period, and any Purchased credits. Purchased scans roll over and never expire.

  • When 10 or fewer credits are left, a Top Up Credits button appears next to the scan button.
  • When none are left you see No scan credits remain, with a button to buy a credit pack.

A credit is reserved only after the company, subscription and rate checks pass, and it is handed back automatically if the scan fails. Settings → AI Scanner Usage shows the same counts, plus the last 24 hours' usage and the scans running now.

If the scanner will not run

  • "Gemini is not connected." The platform-level scanning key has not been set up. Only the platform owner can set it, in the Admin Console. It is not something you can fix in your company settings.
  • "AI Scanner unavailable for this subscription." Your company subscription is not active for scanning.
  • "Scanner protection active." Your company hit its 24-hour scan limit, or too many scans are running at once. This stops a runaway loop burning credits. Wait and try again.