Aldermere Systems / Build Notes
QUOTE_GENIE
# QuoteGenie: DIY Installation Manual Welcome to your **QuoteGenie self-install quote workflow**. This manual shows what the buyer needs before starting, what is included in the package, how the local app is launched, and how one enquiry becomes an approved quote export. QuoteGenie is designed around one manual business process: turning a messy customer enquiry into a structured draft quote, checking it, approving it, and saving the finished quote locally. This is not a hosted Aldermere Systems service. The buyer installs and runs the app on their own Windows computer. --- ## Prerequisites & Accounts Needed Ensure you have the following before starting: 1. **Windows PC:** A normal Windows user account that can extract a ZIP file and run a batch file. 2. **Python 3:** Installed locally and available from the Windows command line. 3. **A web browser:** Chrome, Edge, Firefox, or similar. QuoteGenie opens at `http://127.0.0.1:8780`. 4. **OpenAI API key:** Required only for the optional ChatGPT draft-improvement function. 5. **OpenAI billing/access:** Works with the buyer's own valid OpenAI API key, subject to their OpenAI account access, billing, model availability, and usage limits. 6. **Quote inputs:** Customer name, business name, enquiry notes, line items, prices, terms, and timing estimate. No OpenAI API key is supplied by Aldermere Systems. --- ## What Is Included The customer package includes: 1. **QuoteGenie local app:** Python standard-library application. 2. **run_quotegenie.bat:** Windows launcher for starting the local web app. 3. **setup_guide:** Buyer quick-start and installation instructions. 4. **promo_pack:** Product listing copy and customer-facing summary. 5. **Local export workflow:** Saved quote files are created on the buyer's computer. The package does not include: 1. A hosted Aldermere Systems backend. 2. A supplied OpenAI API key. 3. Admin logs, test exports, test database files, or hidden customer data. 4. A guarantee that every OpenAI account will have identical model access or limits. --- ## Step 1: Extract the Package 1. Download the purchased `quote-genie.zip`. 2. Right-click the ZIP file and select **Extract All**. 3. Move the extracted QuoteGenie folder somewhere sensible, for example: `Documents\QuoteGenie` 4. Do not run the app from inside the compressed ZIP preview. --- ## Step 2: Confirm Python Is Available QuoteGenie runs locally using Python. 1. Open **Command Prompt**. 2. Type: ```text python --version ``` 3. If Windows shows a Python 3 version, continue. 4. If Python is missing, install Python 3 from the official Python website or Microsoft Store, then repeat the check. --- ## Step 3: Start QuoteGenie 1. Open the extracted QuoteGenie folder. 2. Double-click **run_quotegenie.bat**. 3. A local server starts on your own computer. 4. Open this address if the browser does not open automatically: `http://127.0.0.1:8780` QuoteGenie is local-first. The page is served from your own computer, not from Aldermere Systems. --- ## Step 4: Enter Quote Inputs Use the form to enter the quote details: 1. **Your business name:** The seller or service provider issuing the quote. 2. **Customer name:** The person or company requesting the quote. 3. **Enquiry notes:** Messy email notes, call notes, project description, or customer request. 4. **Line items:** One priced item per line. 5. **Terms:** Payment terms, validity period, assumptions, exclusions, and delivery notes. 6. **Timing estimate:** Expected start date, turnaround, or delivery window. Line item format: ```text Service name | 120 Review call | 40 Materials | 75 ``` QuoteGenie uses GBP totals. --- ## Step 5: Optional ChatGPT Draft Improvement The buyer can use ChatGPT to improve the quote wording. 1. Tick **Use ChatGPT draft improvement**. 2. Paste your own valid OpenAI API key into the API key field. 3. Click **Generate Draft**. 4. QuoteGenie sends the current quote details directly from your computer to OpenAI for that request. 5. The API key is not supplied by Aldermere Systems and is not saved into the customer package. Important: 1. If the buyer's OpenAI account has no billing, restricted access, unavailable model access, rate limits, or network blocking, the ChatGPT step may fail. 2. If ChatGPT drafting is not used, QuoteGenie still creates a structured local draft from the entered quote data. 3. The buyer is responsible for OpenAI usage charges and account limits. --- ## Step 6: Review the Draft Quote QuoteGenie is intentionally built with an approval point. 1. Read the generated scope. 2. Check the line items and total. 3. Check assumptions, exclusions, dates, and payment terms. 4. Edit any wording that needs business judgement. 5. Confirm the quote is accurate before customer use. This tool drafts and structures quotes. It does not replace owner review. --- ## Step 7: Approve and Export 1. Tick **Owner approval complete** only when the quote is ready. 2. Click **Save and Export**. 3. QuoteGenie saves the finished quote locally. 4. Keep the exported quote with the customer's normal job folder, CRM record, or email trail. The approval point is part of the workflow: manual enquiry -> structured input -> draft quote -> owner approval -> saved export. --- ## Step 8: Test Before Real Customer Use Run one test quote before using QuoteGenie with live customer work. 1. Enter a fake customer name. 2. Add two or three sample line items. 3. Generate a draft. 4. Optional: test ChatGPT drafting with your own OpenAI API key. 5. Confirm the draft appears. 6. Tick owner approval. 7. Save and export. 8. Confirm the export file opens and contains the expected details. --- ## Troubleshooting If the app does not start: 1. Confirm Python 3 is installed. 2. Confirm the package was extracted from the ZIP. 3. Close any other app using port `8780`. 4. Run `run_quotegenie.bat` again. If ChatGPT drafting fails: 1. Confirm the pasted OpenAI API key is valid. 2. Confirm the OpenAI account has billing enabled. 3. Confirm the selected model is available to that account. 4. Check usage limits or rate limits in the OpenAI account. 5. Try again without ChatGPT drafting to use the local structured draft fallback. --- ## Privacy & Security Notes 1. QuoteGenie runs on `127.0.0.1`, which means local computer only. 2. There is no Aldermere Systems backend, telemetry, or remote customer database. 3. Buyer quote data stays local unless the buyer chooses ChatGPT draft improvement. 4. If ChatGPT draft improvement is used, quote text and the pasted OpenAI API key are sent directly to OpenAI for that request. 5. Do not paste an OpenAI API key into screenshots, emails, public documents, or support messages. 6. Remove old exports manually if they are no longer needed. --- ## Uninstall / Rollback To remove QuoteGenie: 1. Close the browser tab. 2. Close the Command Prompt or server window started by `run_quotegenie.bat`. 3. Delete the extracted QuoteGenie folder. 4. Delete any exported quote files you no longer need. QuoteGenie does not install a Windows service, browser extension, or Aldermere background agent.