Frequently asked questions
Workspaces and data
What is a workspace?
A workspace is an independent local environment for one business, department, or operating context. It keeps its own RFQs, records, estimates, settings, email connections, and AI knowledge.
Can information move between workspaces automatically?
No. Switching workspaces changes the active environment; it does not merge records or estimating context.
Is the AI download repeated for every workspace?
No. The downloaded AI is shared by the installation, while the records and guidance supplied to it remain workspace-specific.
Does linking an account upload my estimates and drawings?
No. Account linking manages hosted access, billing, allowances, and the linked installation. Local RFQ and estimating data remains in the desktop workspace.
What happens if I delete a workspace?
Its local records are removed from that installation. Create a suitable backup first if you may need the workspace again.
RFQs, files, and assets
What is the difference between an RFQ and an asset?
An RFQ is the top-level customer enquiry. An asset is a practical estimating bundle inside the RFQ, often representing a part, package, trade, or work area.
Do I need an asset for every file?
No. Group files according to how the work should be estimated. Several related files may belong to one asset.
What should I do with a revised drawing?
Add it to the existing RFQ, identify the affected asset, compare the change, update the relevant estimate, and export a revised quote when the commercial output changes.
Can I create an RFQ from email?
Yes. A connected Gmail or Outlook message can prepare a reviewable intake form. The RFQ is not created until you review and save it.
Setup data and relationships
When should I create a reusable material or rate?
Create it when the business expects to use the record again. Keep one-off job allowances inside the relevant estimate.
Can one material be linked to several companies?
Yes. Materials, labour rates, equipment rates, and subcontract rates can be linked to multiple companies.
Does deleting a company relationship delete the records?
No. Removing a relationship leaves both the company and catalogue record intact.
Does linking a company create supplier-specific pricing?
No. The relationship helps identify relevant companies. Confirm current supplier pricing before using it commercially.
What is the difference between a template and a preset?
A template is a broader reusable starting structure. A preset is usually a smaller repeatable bundle or commercial arrangement used inside a workflow.
What is the difference between a cost preset and an estimate template?
A cost preset reuses the cost rows from one takeoff item. An estimate template reuses the broader estimate scaffold. Both remain editable after use.
Should I update a reusable rate for every supplier quote?
No. Update the workspace default when the value should be reused broadly. Keep unusual freight, urgency, minimum-order, or job-specific pricing in the relevant estimate.
Why can I not delete a company?
It may still be required by a linked person, RFQ, or another protected business record. Review and resolve those dependencies instead of deleting useful history blindly.
Estimates and quotes
What is a takeoff item?
A takeoff item is a measurable piece of scope, such as 250 kg of plate, 18 metres of handrail, or six brackets.
What is a cost component?
A cost component is a material, labour, equipment, subcontract, or manual cost used to deliver a takeoff item.
Should I use Project Structure on every job?
No. Use it when a job benefits from a hierarchy of phases, levels, rooms, zones, trades, or packages. Keep simple estimates flat.
What is the difference between the estimate and quote workspace?
The estimate holds detailed internal scope and costing. The quote workspace assembles the customer-facing commercial output, including options, markups, terms, and PDF export.
When should I create a quote revision?
Create a revision when issued commercial output changes, such as after an addendum, scope change, new option, or changed terms. Do not create revisions for ordinary edits to an unissued draft.
Can several assets be included in one quote?
Yes. Assets keep estimating packages separate inside one RFQ, while quote options can assemble the intended reviewed packages into a commercial response.
Kwantflow AI
Does opening the AI sidebar load the AI?
No. The AI starts when an AI task is requested, not merely when the sidebar opens.
Can Kwantflow AI search my records?
Yes. It can search supported records in the active workspace and use the results in a multi-step answer.
Should I trust AI arithmetic?
Kwantflow AI can use an exact calculator for arithmetic, but you should still verify the selected records, units, rates, currency, and commercial assumptions.
Can AI create or update records without asking?
No. Supported create or update requests appear as a reviewable proposal. Nothing is written until you approve it.
Can I approve only one item in a grouped proposal?
No. A grouped proposal is approved or discarded together. If one item is wrong, discard the set and ask for a corrected proposal.
Can AI delete records?
No. Delete business records through the normal app controls with the appropriate confirmation.
Why can AI still make mistakes?
AI output is probabilistic. Exact workspace records, deterministic tools, structured proposals, and user approval reduce risk, but they do not replace review.
Is an email connection shared across workspaces?
No. Each workspace manages its own Gmail or Outlook connections and remembered detection results.
Does RFQ detection scan attachment contents?
The initial detection decision uses message information and body text. Attachments are handled separately when preparing an RFQ intake.
Why are remote email images blocked?
Loading a remote image can reveal that a message was opened. Load remote images only for a trusted email when the image is needed.
Will the same email be classified repeatedly?
Successful RFQ detection results are remembered for the current classifier version. Failed attempts remain retryable.
Accounts, plans, and billing
What is a device?
A device is an active Kwantflow desktop installation linked to the account.
Is Pro limited to five seats?
No fixed seat ceiling should be assumed. Purchase the capacity needed, and use the account dashboard to see the exact current allowance.
What happens when all device slots are used?
Unlink an installation you no longer use or increase capacity before linking another device.
Will reconnecting the same installation consume another slot?
It should be recognised as the same installation when reconnecting to the same account.
Backups and recovery
Are backups shared between computers?
Workspace restore points are local to the device.
What does restoring a backup do?
It replaces the current local workspace state with the selected restore point. Later changes may be lost.
When should I create a manual backup?
Before a large import, major cleanup, or another local change you may need to undo.