AI Estimator accuracy tips and best practices
AI Estimator's accuracy depends on the context you provide. The more relevant details Max receives, the closer the generated estimate will be to your actual costs.
Overview
AI Estimator's accuracy depends on the context you provide. The more relevant details Max receives, the closer the generated estimate will be to your actual costs. This article shares practical tips to maximize accuracy and get the most value from AI-generated estimates.
Who can access this
- Super Admin: full access.
- Admin: full access.
- Lead Technician / Technician: no access.
Understanding the accuracy score
The Cost Accuracy percentage shown at the top of the estimate panel reflects how much context is available for the current estimate. It is calculated from five factors:
Factor | Weight | How to satisfy it |
|---|---|---|
Customer or job selected | 30% | Link a customer or job from the accuracy section |
Project description | 20% | Describe the scope of work in the chat |
Location provided | 20% | Select a customer or job with an address, or type one in the chat |
Media uploaded | 20% | Attach site photos or import media from a job |
Budget/quality preference | 10% | Answer Max's question about budget or quality level |
To reach 100%, provide all five. Even reaching 70–80% produces significantly better results than a minimal description.
Best practices for higher accuracy
1. Start from a job or customer page
When you launch AI Estimator from an existing job or customer record, Max automatically receives the job description, customer name, service address, and any related pricebook data. This can immediately bring your accuracy to 50% or higher before you type anything.
2. Write detailed project descriptions
Instead of "fix the plumbing," try something like:
"Replace the kitchen faucet (single-handle, brushed nickel) and repair a slow-draining P-trap under a double basin sink. The home is a two-story townhouse built in 2005."
Specific details help Max choose the right materials, estimate accurate labour hours, and apply relevant rules.
3. Upload site photos early
Attach photos before describing the job. Max analyses images to identify existing conditions, equipment models, and room layouts surfacing cost factors you might otherwise miss, such as accessibility challenges or code-required upgrades.
Supported file types: JPEG, PNG, WebP, HEIC, and PDF (up to 10MB each).
4. Use the import media feature
If photos are already attached to a job in Swivl, use the Import option from the paperclip menu in the chat input to pull them in without re-uploading. This saves time and ensures Max sees the same visuals your technicians captured on site.
5. Set up pricing rules before estimating
Rules like "minimum job charge is $150" or "always use copper, not PEX" prevent Max from making assumptions that conflict with your pricing model. Even a handful of well-written rules can dramatically improve estimate relevance.
6. Always review before converting
AI Estimator is a starting point, not a finished product. Review each cost category, spot-check quantities, and adjust margins before clicking Convert to Estimate. The market-rate indicator next to the Final Estimated Amount helps you gauge competitiveness.
7. Refine through conversation
If the initial breakdown looks off, tell Max what to change rather than starting over:
- "That seems too high for labour use 3 hours instead of 5"
- "Add a line item for disposal fees at $75"
- "Change the material markup from 10% to 18%"
Max applies changes in real time and preserves your earlier edits.
Common pitfalls to avoid
- Skipping the customer/job link: without it, Max cannot pull pricebook markups or regional pricing, and you lose 30% on the accuracy score
- Using vague descriptions: "fix the AC" could mean a filter change or a compressor replacement. Specificity matters
- Ignoring the market-rate indicator: if your estimate is significantly above or below market rate, double-check your margins and material choices
- Not setting up rules: without rules, Max uses general defaults that may not match your company's pricing structure
Tips
- Bookmark the AI Estimator page for quick access from your browser
- Review AI-generated estimates against your last few manual estimates to calibrate expectations
- Estimate accuracy typically ranges between 50% and 80%, always apply your professional judgment before sending an estimate to a customer