Every client conversation captured, without retyping

Project Overview

Who is Renozen?

Renozen is a Belgian renovation company based in Antwerp. They specialize in full bathroom renovations and the prep work for kitchens. They take care of the homeowner completely, from the first conversation at the kitchen table to the final handover of the site. Their salespeople are out visiting clients at home every day.

Like many growing renovation companies, their admin grew right along with them. The work was scattered across paper notes, Teamleader, Excel, and SharePoint.

The challenge

Renozen ran into three concrete pain points. Every salesperson ran the client conversation differently, so important info sometimes went missing. The technical file was filled in manually every time, often with the same data. And putting together a quote and its supporting documents took too long.

"How do we make sure every client conversation is complete, without our people retyping the same data every time?"

Project Delivery

The approach

We started with an A.I. workshop for the team, showing them what A.I. can actually do today and where the opportunities sat in their own process. After that, we walked through the full process step by step with the managing director and the admin team, from accepted quote to contractor quote. That made it clear exactly which data kept getting retyped.

That analysis led to two projects, which we built together in one go.

1 · A.I. notetaker for the sales conversation

An A.I. notetaker that automatically turns every client conversation into a structured report.

1. The salesperson starts the recording on their phone before going in, and briefly states the fixed details: project type, address, client name, house or apartment, floor, email, and phone number.
2. At the client's, they ask for permission and continue the recording.
3. After the conversation, the recording goes automatically to Leexi, our A.I. notetaker, which transcribes the conversation.
4. An automated workflow reads that transcript and fills in two Word templates.
5. Both reports are saved to the right folder in SharePoint.

Every conversation now produces two reports. The first is a client report that the salesperson can review, adjust, and send along with the quote. The second is an internal report with a checklist: was budget discussed, does the client have a planning preference, why do they want to renovate.

The benefit: every conversation now delivers the same complete information, and the client gets a summary that builds trust.

2 · Control file and contractor quote

An automation that fills in the internal spreadsheets as soon as a quote is accepted.

1. An employee marks the quote as "accepted" in Teamleader. That's the trigger.
2. The automation pulls all the quote lines from Teamleader.
3. It totals the amounts per category and calculates the subtotals, such as demolition work.
4. The control file in Excel is filled in automatically with the client details, categories, and subtotals.
5. The contractor quote is also generated automatically: same structure, with quantities and measurements, but without sale prices.
6. Both files land in the right folder in SharePoint, ready to go.

The benefit: what used to mean copying the quote and manually retyping and totaling every line now sits there ready, with no one needing to start from scratch.

Tools used

We worked with Leexi as the A.I. notetaker, n8n as the automation platform, the Teamleader Focus API, and Microsoft SharePoint for storage. We deliberately chose low-code, so maintenance stays simple and the solution works within the tools Renozen already used.

Since June 2025, a support contract has also been running. That keeps the flows monitored and lets Renozen request small adjustments.

Results

Renozen now has one uniform sales conversation. Every salesperson starts with the same questions, and every conversation produces the same structured report.

Retyping quote lines into the control file and the contractor quote is completely gone. What used to mean manually copying and totaling every line per project now starts automatically from a single status change in Teamleader. On top of that, the client now gets a report of the conversation, which raises the professionalism of every file.

This project was the start of a longer collaboration. Based on the results, an A.I. Opportunity Mapping followed, along with two new build projects: Imagine+ for sales and ZenFlow for site follow-up.

Want to know what A.I. could mean for your renovation or construction business? Get in touch with Flowkify for a tailored A.I. scan.