IBP Quoting System – Phase 2
What we're building
An overview before we walk through the wireframes
Phase 1 – exists today
The Quote Email Builder
1
Leah (Service Advisor / FOH) uploads a PDF estimate from the garage's management system (Garage Hive, TechMan, etc.)
2
The PDF is processed via two routes – code-based OCR (reads known field positions for each GMS) and AI extraction. Admin can compare both side by side to determine which is more accurate per system.
3
Leah reviews and edits the email, then sends it to the customer
The email content is currently typed manually each time – there's no library of reusable copy.
Phase 2 – what we're adding
AI Prompt Playground + Content Library
1
Prompt Playground – admin writes a prompt, runs it, iterates until the output is exactly right
2
Save as Content Block – approved text saved to a library, merge tags preserved for personalisation
3
Insert into email – Leah (Service Advisor) picks from the library when composing. No live AI at send time.
The AI does the heavy lifting once in the Playground. After that, Leah just picks and sends.
From PDF to customer – end to end
Phase 1 – runs every time
PDF Quote
Garage Hive / TechMan etc
→
GMS Extractor
OCR + AI routes – admin compares both
→
Email Template
Line items + totals auto-filled
→
Email Builder
Leah (FOH) edits and sends
→
Customer Email
Personalised quote
↑
Phase 2 – built once, used many times
Prompt Playground
Write → run → iterate → approve
→
Content Block Library
Approved text, ready to insert
Phase 1 – exists now
Phase 2 – being added
Runs automatically / hidden from user
Key interaction point
N
Nadia / Malcolm
Admin – sets up the content library
Phase 1
Configures which GMS extractor to use for each garage (Garage Hive, TechMan, etc.). Runs automatically. Leah (Service Advisor) never sees it.
Phase 2
Opens the Prompt Playground. Writes a prompt, tests it with sample data, tweaks and re-runs until the output is exactly right. Saves the approved text as a Content Block. Builds the library over time.
L
Leah (FOH)
Service Advisor. Uses the builder daily.
Phase 1
Opens Inbound Pro, finds the customer conversation, uploads the PDF quote. The template auto-populates. She reviews, edits, and sends.
Phase 2
Same as before, plus: she opens the Content Blocks panel while composing, finds a relevant pre-approved block (e.g. "Timing belt urgency intro"), clicks Insert. No AI involved at this point – the copy is already approved and ready.
01
GMS Extractors
Each garage management system (Garage Hive, TechMan, Pinnacle…) outputs estimate PDFs in its own format. An extraction prompt is configured once per GMS – it tells the AI how to read that format and pull out job title, line items, and totals.
Leah (Service Advisor / FOH) never sees this. It runs automatically the moment she uploads a PDF.
02
Content Blocks
Pre-approved, reusable text snippets: intro paragraphs, tech note summaries, Good to Know cards, follow-up messages. Created once in the Playground by an admin. Used by Leah (Service Advisor) when composing emails. No live AI at send time.
Example: "Timing belt urgency intro" – saved once, inserted into any relevant quote email.
03
Merge Tags
Placeholders like {{vehicle_make}} or {{total_inc_vat}} saved inside content blocks. They stay as placeholders in the library – swapped for real customer values only at send time.
Saved as: your {{vehicle_make}} → sent as: "your Ford"
Step 1 of 4
Screen 1 – Admin Home
Entry point to the Phase 2 AI tooling. Two clear paths – the Prompt Playground (craft and test prompts until happy) and the Content Block Library (where approved, saved text lives ready to drop into emails). Stats show usage at a glance. This sits under an Admin section in the GarageOS navigation.
Inbound Pro
SaleMail
Admin
Settings
AI Tools
Dashboard
Prompt Playground
Content Block Library
Manage
Prompt History
Usage Analytics
Settings
AI Tools
Create and manage AI-generated content for quote emails and messages
14
Prompts saved
38
Content blocks in library
127
Blocks used this month
6
GMS extractors configured
Prompt Playground
Write a prompt, test it with real sample data, and iterate until the output is exactly right. Save the approved text as a reusable content block – ready to drop into any quote email.
Open Playground →
Content Block Library
Browse all approved content blocks. Insert them into quote emails when composing. Includes GMS extraction prompts – auto-selected at upload based on the garage's system (Garage Hive, TechMan, etc.).
Browse Library →
Recently saved blocks
Block nameCategorySource promptSaved byDate
Timing belt urgency introEmail introQuote email intro v3Leah (FOH)21 Apr 2026View
Post-service WhatsApp follow-upMessagingWhatsApp follow-up promptMalcolm19 Apr 2026View
Good to know – drop-off adviceGood to KnowGood to Know cards v2Leah (FOH)17 Apr 2026View
EV service introEmail introQuote email intro v3Leah (FOH)15 Apr 2026View
Screen 1 of 5
Screen 2 – Prompt Playground
Left = the prompt config (category, target section, the prompt text, test data). Right = output. The user runs it, reads the result, tweaks the prompt, runs again – until happy. Only then do they click "Save as Content Block". What gets saved is the approved text output – not the prompt itself. Use the merge tag toggle to switch between seeing raw {{tags}} (how the block will be saved) and rendered values (how it looks with sample data).
Inbound Pro
SaleMail
Admin
Settings
Admin › AI Tools › Prompt Playground
Prompt Playground
Determines what sample data is available for testing
Use {{merge_tags}} for dynamic values – resolved at send time, not at save time
Sample data only – real values filled in at send time
▶ Run prompt
Reset
Output
Run 3
Merge tags
Copy text
Save as Content Block →
Run 3 – Current output
Progress Motors has prepared this estimate for the EcoBoost Timing Belt Replacement on your Ford – a job quoted at £1,749.62 inc. VAT, covering all parts, labour and consumables to manufacturer specification. Everything carries a 12-month parts and labour warranty, included as standard.
Run 2 – Previous
Here is your detailed estimate from Progress Motors for the EcoBoost Timing Belt Replacement on your Ford. The total of £1,749.62 inc. VAT includes all parts and labour to manufacturer spec, with a 12-month warranty.
Run 1 – Previous
Thank you for the opportunity to quote for the EcoBoost Timing Belt Replacement. We are pleased to present an estimate of £1,749.62 including VAT.
Happy with Run 3? Click "Save as Content Block". Switch to Raw {{…}} to see exactly what gets saved to the library.
Screen 2 of 5
Screen 3 – Save as Content Block
When the user is happy with the output, this modal appears. They name the block, confirm its category, add tags. What gets saved is the approved text with merge tags – not the prompt. Merge tags like {{vehicle_make}} are preserved and resolved at send time.
Inbound Pro
SaleMail
Admin
Settings
[Prompt Playground behind modal – see Screen 2]
Save as Content Block
×
Progress Motors has prepared this estimate for the {{job_title}} on your {{vehicle_make}} – a job quoted at {{total_inc_vat}} inc. VAT, covering all parts, labour and consumables to manufacturer specification. Everything carries a {{warranty_period}} parts and labour warranty, included as standard.
Merge tags like {{vehicle_make}} are preserved – they'll be replaced with real customer data when the email is sent.
Something you'll recognise when browsing the library later
timing belt × Ford ×
Cancel
Save to Library →
Screen 3 of 5
Screen 4 – Content Block Library
All approved blocks live here. The GMS Extractor section at the top shows the system-level prompts that parse uploaded PDFs. Configured by admin, invisible to Leah (Service Advisor / FOH). Email content blocks below are what Leah picks from when composing. Merge tags like {{vehicle_make}} are shown in the preview, resolved to real values at send time.
Inbound Pro
SaleMail
Admin
Settings
AI Tools
Dashboard
Prompt Playground
Content Block Library
Filter by category
GMS Extractors
+ Add GMS
Manage
Prompt History
Usage Analytics
Settings
Admin › AI Tools › Content Block Library
Content Block Library
+ New block
GMS Quote Extractors auto-selected at upload – not visible to the sender
Garage Hive Quote Extractor
GMS Extractor Garage Hive
Live
Extracts job title, line items, quantities, part numbers, labour hours, and totals from Garage Hive PDF estimate format. Handles multi-page estimates and grouped line items.
Updated 18 Apr · Used 84×
Edit prompt
Test
TechMan Quote Extractor
GMS Extractor TechMan
Live
Extracts line items from TechMan Pro estimate PDFs. Handles TechMan's grouped parts/labour format and variable VAT treatment per line.
Updated 12 Apr · Used 31×
Edit prompt
Test
+ Add new GMS extractor
Pinnacle, Dragon2000, Motasoft…
Create an extraction prompt for a new garage management system. Test it against sample PDFs before going live.
Set up extractor →
Email content blocks
Timing belt urgency intro
Email intro timing belt
Live
Progress Motors has prepared this estimate for the {{job_title}} on your {{vehicle_make}} – a job quoted at {{total_inc_vat}} inc. VAT, covering all parts, labour and consumables…
Saved 21 Apr · Used 14×
Edit
Insert →
EV service – reassurance intro
Email intro EV
Live
Your {{vehicle_make}} {{vehicle_model}} is in good hands. This estimate from {{garage_name}} covers the manufacturer-recommended service for your electric vehicle…
Saved 15 Apr · Used 6×
Edit
Insert →
Good to know – drop-off advice
Good to Know
Live
Please ensure your fuel tank is at least ¼ full on arrival – we may need to run the engine during our pre-work inspection. If any warning lights have appeared since…
Saved 17 Apr · Used 22×
Edit
Insert →
Post-service WhatsApp follow-up
Messaging
Draft
Hi {{customer_first_name}}, just checking in after your {{vehicle_make}} was with us last week. Everything okay with the car? Let us know if you have any questions…
Saved 19 Apr · Not yet used
Edit
Insert →
Screen 4 of 5
Screen 5 – Insert into Email Builder
The email builder with the Content Blocks panel open. Leah (Service Advisor / FOH) picks a block and clicks "Insert here" and it drops into the selected section. Use the merge tag toggle in the canvas toolbar to switch between raw {{tags}} and rendered preview. At send time, all tags resolve automatically.
Inbound Pro
SaleMail
Admin
Settings
Properties
Components
Content Blocks 38
All Intro GTK Tech
Timing belt urgency intro
Email intro · Used 14×
Insert here
Preview
EV service intro
Email intro · Used 6×
Insert here
Preview
Good to know – drop-off
Good to Know · Used 22×
Insert here
Preview
Post-service follow-up
Messaging · Not yet used
Insert here
Preview
Click "Insert here" to place a block into the active email section
Email Preview
Merge tags
Ford B-Max · AU64 WCR · Ref SQ003881
PROGRESS MOTORS
Your Quote is Ready
Ford B-Max ZETEC · AU64 WCR · Ref SQ003881
Progress Motors · 024 7601 2345 · Mon–Fri 8am–6pm
Screen 5 of 5
Screen 6 – Prompt History
A log of every prompt run in the Playground. Useful for comparing iterations, recovering work that wasn't saved, and seeing what approaches have been tried for a given category. Prompts that were saved as content blocks are marked – ones that weren't can be re-opened and continued.
Inbound Pro
SaleMail
Admin
Settings
AI Tools
Dashboard
Prompt Playground
Content Block Library
Manage
Prompt History
Usage Analytics
Settings
Admin › AI Tools › Prompt History
Prompt History
A log of every prompt run in the Playground. Re-open any to continue iterating.
Prompt nameCategoryRun byLast runIterationsSaved as block?
Quote email intro v3 Email intro Leah (FOH) 21 Apr 2026 5 ✓ Saved Re-open →
WhatsApp follow-up prompt Messaging Malcolm 19 Apr 2026 3 ✓ Saved Re-open →
Good to Know cards v2 Good to Know Leah (FOH) 17 Apr 2026 4 ✓ Saved Re-open →
EV tyre rotation intro – attempt 2 Email intro Leah (FOH) 16 Apr 2026 2 Not saved Re-open →
Parts intro – budget options Parts intro Malcolm 14 Apr 2026 6 Not saved Re-open →
Garage Hive extractor – test run GMS Extractor Nadia 10 Apr 2026 8 ✓ Saved View →
Post-collection thank you Messaging Leah (FOH) 8 Apr 2026 1 Not saved Re-open →
Manage › Prompt History
Screen 7 – Usage Analytics
Shows which content blocks are being used most, by whom, and how often. Helps the admin understand what's working, spot gaps in the library, and see whether blocks are being used or ignored. Updated in real time as Leah (Service Advisor / FOH) and others insert blocks into emails.
Inbound Pro
SaleMail
Admin
Settings
AI Tools
Dashboard
Prompt Playground
Content Block Library
Manage
Prompt History
Usage Analytics
Settings
Admin › AI Tools › Usage Analytics
Usage Analytics
How blocks are being used across the team – last 30 days
127
Blocks inserted this month
38
Unique blocks in library
24
Blocks used at least once
14
Blocks never used
Most used blocks
Block nameCategoryTimes usedLast usedUsed by
Good to know – drop-off adviceGood to Know2221 AprLeah (FOH), Malcolm
Timing belt urgency introEmail intro1421 AprLeah (FOH)
EV service – reassurance introEmail intro615 AprLeah (FOH)
Post-service WhatsApp follow-upMessaging0Never-
Usage by category
CategoryBlocks in libraryTimes usedAvg uses per block
Email intro12746.2
Good to Know9384.2
Messaging691.5
Tech notes760.9
Parts intro40-
Manage › Usage Analytics
Screen 8 – Settings
Configuration for the AI Tools module. Covers GMS extractor setup (which garage management systems are configured, and which extraction route is preferred – OCR or AI), merge tag management (what variables are available to prompts), default categories, and team access (who has admin rights to create and edit blocks).
Inbound Pro
SaleMail
Admin
Settings
AI Tools
Dashboard
Prompt Playground
Content Block Library
Manage
Prompt History
Usage Analytics
Settings
Admin › AI Tools › Settings
Settings
Configure extraction routes, merge tags, categories, and team access
GMS Extraction
Default extraction route
Choose which route is used when a PDF is uploaded. OCR reads known field positions for each GMS. AI extraction uses the configured prompt to interpret the PDF. Both routes are available for admin comparison at any time.
● OCR (code-based)
Fast and predictable. Uses known field positions per GMS. Works best when the PDF format is stable.
○ AI extraction
Uses the configured GMS extraction prompt. More flexible but less predictable. Recommend comparing before switching.
Merge tags available to prompts
TagDescriptionSource
{{customer_first_name}}Customer's first nameCRM recordEdit
{{vehicle_make}}Vehicle manufacturerVehicle recordEdit
{{vehicle_model}}Vehicle modelVehicle recordEdit
{{job_title}}Name of the job / servicePDF extractionEdit
{{total_inc_vat}}Total price including VATPDF extractionEdit
{{garage_name}}The garage's trading nameGarage profileEdit
+ Add merge tag
Team access
NameRoleCan create blocksCan edit blocksAdmin
NadiaSuper Admin✓✓✓Edit
MalcolmGarage Owner✓✓Edit
LeahService AdvisorEdit
Manage › Settings