Transcarbo boosts estimating capacity with AI

Introduction

More Inquiries, Greater Complexity, Increased Pressure on Estimating

Transcarbo operates in a market where speed and accuracy are increasingly crucial. Inquiries are becoming more complex, document flows more extensive, and the pressure on estimating is constantly growing.

Incoming inquiries often consist of large volumes of:

• specifications,
• drawings,
• floor plans,
• contract documents,
• technical requirements,
• and supplementary documents.

Before estimating can actually begin, all these documents must be manually read, checked, and interpreted.

Within Transcarbo, it became increasingly clear that a significant portion of time was not spent on estimating itself, but on reviewing and structuring inquiries before estimating could even begin. This meant valuable capacity was dedicated to manual research instead of actual estimating.

Therefore, the organization decided, in collaboration with Flawless Workflow to invest in an innovative AI solution: the Specification Agent.

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Ambition

Process more calculations with the same capacity

For Transcarbo, calculation was not just an operational process, but a direct commercial accelerator.

Because the faster requests can be assessed and calculated, the greater the chance of winning contracts.

Their goals were clear:

• process more requests without additional capacity,
• allow estimators to spend less time on manual searching,
• gain faster insight into project requirements and risks,
• shorten lead times from quote to calculation,
• and gain more control over complex document flows.

In practice, it turned out that estimators and account managers spent a lot of time sifting through all documents. As a result, valuable capacity was lost on work that added little direct value.

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Solution

The Specification Agent as a calculation accelerator

To make calculation processes smarter and more efficient, Transcarbo chose the Specification Agent from Flawless Workflow.

This AI solution automatically analyzes:

• specifications,
• drawings,
• floor plans,
• contract documentation,
• technical specifications,
• and additional project information.

While estimators previously had to manually sift through hundreds of documents, the Specification Agent now automatically compiles all relevant information into one clear overview.

The solution helps Transcarbo to:

• gain faster insight into requests,
• automatically identify key requirements,
• identify risks sooner,
• detect missing information more quickly,
• and significantly accelerate estimation processes.

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Results

Greater speed, increased capacity, and better control over requests

With the Specification Agent, Transcarbo lays the groundwork for a smarter and more scalable approach to estimation. Less time is lost on document analysis, while speed, clarity, and predictability actually increase.

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1. Less time spent on document analysis

In complex requests, a lot of time is lost gathering and interpreting information.

Some requests include dozens of separate documents and sub-specifications, all of which need to be checked before estimation can begin.

The Specification Agent automates a large part of this process.

Documents are automatically:

• read,
• structured,
• analyzed,
• and summarized.

As a result, estimators spend less time searching and can focus more quickly on actually calculating projects.

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2. Faster insight into risks and project requirements

In traditional estimation processes, risks often arise because crucial information is discovered too late.

The Specification Agent helps Transcarbo to:

• gain faster insight into project requirements,
• identify deviations sooner,
• make missing information immediately visible,
• and recognize risks in specifications more quickly.

This provides greater control over complex requests and allows projects to be better assessed before the estimation process fully begins.

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3. Increased Calculation Capacity with the Same Team

A key goal for Transcarbo was to increase processing capacity without directly relying on additional staff.

By largely automating repetitive document analysis:

• calculators can process more requests,
• it reduces administrative burden,
• it shortens lead times,
• and frees up more time for substantive review and client advice.

Thus, the Specification Agent not only helps to work more efficiently but also to enhance commercial impact.

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Impact

Increased speed, predictability, and room for growth.

Although the Specification Agent is still being further developed, Transcarbo is already seeing clear benefits:

• less time spent on document processing,
• quicker understanding of complex requests,
• better control over risks and requirements,
• increased processing capacity in calculation,
• reduced reliance on manual searching,
• and a stronger foundation for scalable growth.

Where estimation was once primarily reactive and time-consuming, a foundation is now being laid for a smarter and future-proof way of working.

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Continuation

Jointly building the future of estimation

For Transcarbo, the Specification Agent is a strategic step towards further digitalization and innovation.

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

• expanding AI functionalities,
• further automating document processing,
• early risk and feasibility analyses,
• integrations with ERP and planning systems,
• and supporting forecasting and capacity planning.

Additionally, work is underway on the further development of a central Data & AI Platform where all future AI solutions will converge.

In this way, Transcarbo is progressively building an organization where AI not only accelerates processes but also supports scalable growth and makes estimation smarter, faster, and more predictable.