Smits Kozijnen Innovates Estimation Process with AI

Introduction

Innovating in an increasingly complex market

Smits Kozijnen, part of the VHZ Groep, operates in a rapidly changing market. Projects are becoming more complex, regulations are increasing, and customers increasingly expect speed, quality, and predictability.

At the same time, the amount of information that needs to be processed is growing. Requests often consist of dozens of documents, drawings, specifications, floor plans, and contract documents, all of which must be manually reviewed before estimation can begin.

It became increasingly clear at Smits:

The challenge is not a lack of requests, but in the capacity to process them accurately, quickly, and consistently.

That's why Smits Kozijnen decided not only to invest in ERP renewal, but also to choose the Flawless Platform as the basis for the AI solutions they need to further optimize processes.

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Ambition

Less reliance on individuals. More control over processes.

Smits Kozijnen wanted to make estimation scalable without directly depending on additional staff.

Their goals were clear:

• assess complex specifications faster,
• spend less time on manual searching,
• better secure knowledge within the organization,
• create more uniformity among estimators,
• identify risks and product deviations earlier,
• process more inquiries with the same capacity.

Because in practice it turned out:

• knowledge and experience were spread across multiple estimators,
• important information was scattered across dozens of documents,
• Smits saw opportunities to standardize knowledge, working methods, and project requirements even better

For Smits, innovation was therefore not just about technology, but primarily about:

smarter collaboration, more predictable work, and making knowledge accessible to the entire organization.

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Solution

The Specification Agent as a smart AI colleague for estimation

To make estimation processes smarter and more consistent, Smits Kozijnen chose the Bestek Agent of Flawless Workflow.

This AI solution automatically analyzes:

• specifications,
• drawings,
• contract documents,
• technical requirements,
• and additional project documentation.

Where estimators previously had to manually search through dozens of files, the Bestek Agent now automatically compiles all relevant information into one clear structure.

The solution helps Smits Kozijnen to:

• gain insight into project requirements more quickly,
• identify risks early,
• recognize missing information,
• detect technical infeasibility sooner,
• and build estimations more consistently.

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Results

Greater speed, consistency, and control over estimations

With the Bestek Agent, Smits Kozijnen lays the foundation for a smarter and more scalable way of estimating. Less time is lost on manual searching, while insights, standardization, and predictability increase.

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1. Less time spent searching and interpreting

In complex requests, a lot of time is lost searching through documents and verifying information.

Some requests involve over 100 separate documents and sub-specifications. As a result, both account managers and estimators spent a lot of time on:

• searching for relevant requirements,
• checking if information is complete,
• interpreting technical specifications,
• and coordinating between sales and estimating.

The Specification Agent automates a large part of this analysis.

Documents are automatically read, structured, and summarized, allowing estimators to focus more quickly on what truly adds value: creating the right offer.

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2. Greater standardization and knowledge retention

A key goal for Smits Kozijnen was to reduce reliance on individuals within the estimating department.

The Specification Agent assists by:

• interpreting information uniformly,
• maintaining the same structure per request,
• making important regulations visible,
• and making knowledge more accessible to less experienced employees.

This leads to greater consistency among estimators and makes it easier to get new colleagues productive more quickly.

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3. Faster insight into feasibility and risks

In projects, it was often only discovered late that certain configurations were not technically feasible or did not align with the product portfolio.

The Bestek Agent helps to make this visible much earlier.

By automatically analyzing requirements, dimensions, and product specifications, quicker insights are gained into:

• technical feasibility,
• potential deviations,
• risks in the specifications,
• and the impact on production and planning.

This allows Smits Kozijnen to advise clients earlier and better steer towards predictability.

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Impact

Greater stability, scalability, and control

While the Bestek Agent is still under active development, Smits Kozijnen already sees clear advantages:

• less time spent on document analysis,
• greater uniformity in calculations,
• quicker insights into complex requests,
• less reliance on individual knowledge,
• better preparation of calculations,
• more room to facilitate scalable growth.

Where calculations were previously mainly manual and reactive, a foundation is now being laid for a smarter and future-proof way of working.

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Continued

Building the next generation of estimation together

For Smits Kozijnen, the Bestek Agent is not an isolated experiment, but a strategic step towards further digitalization and innovation.

In the coming period, Smits Kozijnen and Flawless Workflow will continue to work on:

• expansion of AI functionalities,
• further standardization of estimation processes,
• early product and feasibility checks,
• integrations with ERP and production processes,
• support for planning and forecasting,
• the continued development of a central Data & AI Platform.

This platform will soon form the foundation upon which all future AI solutions can run. From estimation and planning to production, everything will operate from the same central source of truth.

In this way, Smits Kozijnen is gradually building an organization where AI not only accelerates work, but also enhances knowledge, makes processes more predictable, and supports innovation scalably.