The AI client form is a link your client fills in on their own - AI merely suggests values read from their documents, and the final say over what enters the project always belongs to people: first the client, then you.
Why collecting data over the phone doesn't work well
Before you can calculate heat losses you need a few dozen numbers: room dimensions, wall and roof build-ups, window types and sizes, the heat source, ventilation plans. Collecting that by phone means a series of calls spread over weeks, notes on scraps of paper and copying the same window size three times because you misheard it the first time. The client form turns all of that into a link the client completes at their own pace - you get a complete set of answers to review instead of a string of phone calls.
How the AI form works, step by step
You create the form inside a project and send the client a link - by email straight from the project, or by copying it and passing it on through any channel. The client opens it without creating an account and chooses how to fill it in: the classic way, field by field, or in the "With AI help" mode.
In the AI mode the client pastes a description of the building or adds photos of documents - a design, a window schedule, an energy performance certificate. AI reads values out of them and shows them as suggestions to review, not as final answers. The client sees the list of suggestions and decides which to accept - clicking "Apply" on a single value or "Apply all" at once. Nothing lands in the form without that click.
Who accepts the data before it enters the project
The client's answers don't enter your calculations automatically. When the client submits the form, you see the complete set of answers in the project and have two options: accept the data or ask for specific fields to be completed. Only after your acceptance is the data ready to import - and only then does it flow into the OZC fields with a single click, with a preview of exactly what will change before you confirm it.
These are two separate approvals: the client confirms what AI read from their documents, and you confirm what enters your project. AI stands only in between - it helps read the data, it decides nothing.
What happens to the client's documents
The form tells the client directly what happens to their files:
"Documents are read by an AI model (Anthropic) solely to fill in the form and are not stored anywhere. Suggested values always require your confirmation."
That is the exact sentence the client sees next to the "With AI help" mode - not a summary or a paraphrase. Files and descriptions go to the language model only to be read, and are not permanently stored anywhere.
What AI does not do
AI doesn't guess and doesn't estimate. If it can't find the answer to a question in the provided materials, it leaves the field empty instead of inventing a value - the client fills it in themselves or leaves it blank, like any other form field.
AI also never touches the OZC calculations themselves. Its role ends at the form: it reads data from the client's documents and proposes values for approval. Importing the accepted data into the OZC module is a separate, explicit step - a single "Import from form" click with a preview of the changes, never a silent background fill.
The read limit and good practice
Every form has an AI read limit. Once it runs out, the client completes the remaining fields by hand - the rest of the form, including saving answers, keeps working as normal. To make good use of the limit, it helps to tell the client which documents actually contain readable data: the architectural design or dimensioned floor plans, the window and door schedule, an energy performance certificate, or site photos showing the existing state. A photo of the house from the street won't help - AI needs documents with numbers, not a view of the facade.
What if the client can't or won't use AI
The AI mode is an option, not a requirement. A client who prefers to fill in the form the classic way, section by section, does so with no difference in the result - the form works the same, just without reading documents. If the AI read happens to be unavailable, the form itself suggests switching to the classic mode, so the client never gets stuck at the mode choice.
Send your first form today - the rest of the work sits with the client and the AI, and the final say always stays with you. For the screen-by-screen walkthrough, see the step-by-step guide.
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