SCENARIO WALKTHROUGH

From client request to NetSuite estimate
in one governed flow

This demo replays one realistic job end-to-end with mock data: a request logged in NetSuite, processed in the ESSI workspace (file extraction → priced estimate → tiers), approved by a human, and pushed back to NetSuite — with zero re-entry.

1 · NetSuite — request received→ 2 · ESSI — intake→ 3 · Inventory review→ 4 · Estimate & tiers→ 5 · Human approval→ 6 · NetSuite — estimate created

📥

The job

Meridian Fine Art (mock client) asks UOVO to collect 18 works from a Manhattan townhouse and deliver to Miami. The inventory arrives as a client PDF. One marble sculpture, no freight elevator.

⚙

What to watch for

No re-typing of the PDF · sizes guesstimated from photos · crate dimensions & orientation from UOVO's own crating rules · transport priced by the zip-code calculator · fuel surcharge auto-proposed for approval · the shuttle rate applied proactively with its source cited · every number explainable.

✓

Governance

Nothing reaches NetSuite without an explicit human approval. Overrides and approvals are captured in an audit trail — and feed the learning loop.

All names, rates and amounts are fictitious mock data for demonstration only. The NetSuite screens are a simplified replica for flow illustration.

NS NetSuite SANDBOX — UOVO ActivitiesTransactionsListsReports⚙

HomeOpportunitiesEstimatesCustomersItems

Opportunities › OPP-20871 — Meridian Fine Art

Opportunity OPP-20871

PENDING ESTIMATE

Customer

Meridian Fine Art

Date received

Aug 12, 2026

Sales rep

A. Whitman (Accounts)

Service type

Local collection + National shuttle

Client request (email logged by Accounts)

"Hi — we need 18 works collected from our client's townhouse on the Upper East Side and delivered to our Miami space. List attached, plus a few photos of the larger pieces — one is a big triptych, not sure of the exact size. One marble piece is quite heavy — the building has no freight elevator. Timing is flexible within the next few weeks. Could we get an estimate?"

PDF Meridian_Inventory_List.pdf · 15 items DOC Shipping_Notes.docx · 1 page IMG IMG_4471 · IMG_4472 · IMG_4478 · 3 photos of larger pieces · click to viewNEW ⓘ

E2

ESSI integration
Send this opportunity — request text, the PDF list, the Word notes and the photos — straight into the ESSI estimate workspace. No copy-paste, no re-typing.

Today

~~Estimator re-reads the email, re-types the PDF into Excel (30–60 min)~~

With ESSI

One click carries the request and the attachment into the workspace, context intact.

E2ESSI· Estimate Workspace · Draft EST-DRAFT-2041 JR J. Reyes — Estimator

E2

Imported from NetSuite — Opportunity OPP-20871 · Meridian Fine Art

NetSuite · client request

"…18 works collected from our client's townhouse on the Upper East Side and delivered to our Miami space… one marble piece, quite heavy — no freight elevator. Timing is flexible…"

PDF Meridian_Inventory_List.pdf DOC Shipping_Notes.docx IMG 3 photos · view

E2

I've read the request. Here's what I understood:

Job type: Local collection → National shuttle (NY → FL) 18 works — 15 from the list, 3 from photos Origin: Manhattan townhouse Destination: Miami Client flexible on timing ⚑ Heavy marble · no freight elevator 📷 Sizes to be estimated from photos

👤 HUMAN CHECKPOINT One question before I price this: should the marble sculpture be crated for the shuttle leg?

Job context

SourceNetSuite OPP-20871

ClientMeridian Fine Art

RouteNY → FL shuttle

Attachment1 PDF (18 items)

Signals detected

flexible timing → discount eligible
photos → size guesstimate → crate rules
rigging risk → complexity check
no data re-typed

Why this matters

ESSI asks one targeted question instead of guessing — and never invents what it can't infer.

Today

~~Job details pasted into a chat window by hand; special conditions live in the estimator's memory~~

With ESSI

Context flows in from NetSuite; risk & discount signals are detected up front and carried through pricing.

E2ESSI· Inventory Review · Meridian_Inventory_List.pdf JR J. Reyes — Estimator

Extracted inventory — 18 items 13 high confidence 📷 3 size estimates from photosNEW ⓘ 2 need a look 👤 estimator confirms flagged & photo data

#	Artist	Title	Medium	Dimensions	Weight	Declared value	Conf.
1	E. Calloway	Harbor Study II	Oil on canvas, framed	30 × 40 in	18 lb	$85,000	98%
2	M. Osei	Untitled (Blue Field)	Acrylic, unframed	48 × 60 in	12 lb	$120,000	97%
3	R. Vidal	Meridian Lines	Works on paper, glazed	22 × 30 in	9 lb	$34,000	99%
7	K. Tanaka	Fold Series #4	Mixed media panel	76 × 102 61% Unit missing in source. Suggest: 76 × 102 cm (matches artist's catalog raisonné pattern)	22 lb	$61,000	review
9	A. Brandt	Caryatid	Marble sculpture	36 × 24 × 30 in	— 55% Weight not stated. Suggest: ≈ 400 lb (marble, est. from dimensions)	$240,000	review
12	S. Ferro	Night Interval	Oil on linen, framed	50 × 72 in	26 lb	$150,000	96%
14	L. Moreau	Tidewater (triptych)	Oil on panel, 3 parts	est. ~108 × 48 in size est. reference: doorway (≈80 in) in IMG_4471	est. 95 lb	not stated	72%
16	P. Adeyemi	Standing Form	Bronze on plinth	est. ~72 × 20 × 20 in size est. reference: standard floor tile in IMG_4472	est. 160 lb	not stated	78%
18	Unsigned	Large canvas (rolled)	Unstretched canvas	est. ~96 × 60 in size est. reference: person in frame (IMG_4478)	est. 15 lb	not stated	69%
… 9 more rows extracted at ≥95% confidence …

#

Artist

Title

Medium

Dimensions

Weight

Declared value

Conf.

1

E. Calloway

Harbor Study II

Oil on canvas, framed

30 × 40 in

18 lb

$85,000

98%

2

M. Osei

Untitled (Blue Field)

Acrylic, unframed

48 × 60 in

12 lb

$120,000

97%

3

R. Vidal

Meridian Lines

Works on paper, glazed

22 × 30 in

9 lb

$34,000

99%

7

K. Tanaka

Fold Series #4

Mixed media panel

76 × 102 61%

Unit missing in source. Suggest: 76 × 102 cm (matches artist's catalog raisonné pattern)

22 lb

$61,000

review

9

A. Brandt

Caryatid

Marble sculpture

36 × 24 × 30 in

— 55%

Weight not stated. Suggest: ≈ 400 lb (marble, est. from dimensions)

$240,000

review

12

S. Ferro

Night Interval

Oil on linen, framed

50 × 72 in

26 lb

$150,000

96%

14

L. Moreau

Tidewater (triptych)

Oil on panel, 3 parts

est. ~108 × 48 in size est.

reference: doorway (≈80 in) in IMG_4471

est. 95 lb

not stated

72%

16

P. Adeyemi

Standing Form

Bronze on plinth

est. ~72 × 20 × 20 in size est.

reference: standard floor tile in IMG_4472

est. 160 lb

not stated

78%

18

Unsigned

Large canvas (rolled)

Unstretched canvas

est. ~96 × 60 in size est.

reference: person in frame (IMG_4478)

est. 15 lb

not stated

69%

… 9 more rows extracted at ≥95% confidence …

Resolve the 2 flagged cells to continue — ESSI never silently guesses low-confidence data. Photo size estimates are labeled as estimates and can be edited inline.

Extraction summary

Rows found18 / 18

From list / from photos15 / 3

Auto-accepted13 (≥95%)

Flagged for review2

Total declared value$1.28M

Also produced

NetSuite inventory CSV
Templated to UOVO's import spec — replaces the separate reformatting tool.

Sizes from photos

Guesstimates, shown as approximate dimensions with the reference object used — the estimator confirms or corrects them in the grid. Confirmed sizes drive crate selection and shuttle-load pricing on the next screen.

Grid behaves like a spreadsheet

Arrow keys, copy/paste, fill-down — the muscle memory the team already has.

Today

~~Re-key 18 rows into Excel, then reformat again in a separate AI tool for NetSuite~~

With ESSI

2 flagged cells to check (~2 minutes). Estimate input and the NetSuite import file from one upload.

E2ESSI· Estimate EST-DRAFT-2041 · Meridian Fine Art JR J. Reyes — Estimator

Crating & shuttle load from UOVO crating & storage rulesNEW ⓘ rules maintained in the Rates & Guidelines console

Piece	Size source	Suggested crate	Orientation	Rule applied
Caryatid — marble, 36×24×30 in, ≈400 lb	list + confirmed	C-3 heavy-duty crate · 44×32×38 in	upright only floor-loaded	Sculpture > 200 lb → heavy-duty crate, upright
Tidewater triptych — est. ~108×48 in		C-5 oversize slat crate · 116×56×14 in	upright only	Panel > 72 in → oversize slat crate, upright
Standing Form — bronze, est. 72 in		C-2 crate · 80×28×28 in	upright only	Sculpture on plinth → crate, upright
Remaining 15 works	list	Soft-pack + 4 shared travel frames (T-2)	flat OK	Framed / unframed ≤ 60 in → soft-pack, travel frame

Piece

Size source

Suggested crate

Orientation

Rule applied

Caryatid — marble, 36×24×30 in, ≈400 lb

list + confirmed

C-3 heavy-duty crate · 44×32×38 in

upright only floor-loaded

Sculpture > 200 lb → heavy-duty crate, upright

Tidewater triptych — est. ~108×48 in

C-5 oversize slat crate · 116×56×14 in

upright only

Panel > 72 in → oversize slat crate, upright

Standing Form — bronze, est. 72 in

C-2 crate · 80×28×28 in

upright only

Sculpture on plinth → crate, upright

Remaining 15 works

list

Soft-pack + 4 shared travel frames (T-2)

flat OK

Framed / unframed ≤ 60 in → soft-pack, travel frame

Shuttle load: 3 crates + 4 frames · 3 upright-only · ≈ 14% of trailer floor → fits the next consolidated NY→FL shuttle, so the consolidated rate holds Edit any crate or size — lines reprice automatically.

Line items — with price breakdown👤 every line editable — overrides logged as signalsqty × rate = amount · rate source

Subtotal — services, crating & transport (lines 1–7)$14,140

Fuel surcharge — 7.5% × transport lines$655

Subtotal before registration & coordination$14,795

Registration & coordination — 5%$740

Estimate total — Recommended tier$15,535

Estimate tiers — pick what Accounts presents

Summary

Line items9

Crew3 handlers (2 + rigging)

Crates / frames3 crates · 4 frames

Duration7–10 days (NY–FL lane)

Total (Recommended)$15,535

Internal margin 🔒 role-gated

Never included in client output or the NetSuite push.

Every number explains itself

Click any ⓘ chip on a line to see the rate, formula, or guideline behind it — and the similar past jobs it was checked against.

Today

~~Estimator eyeballs sizes, looks up crate rules from memory, runs the zip calculator by hand, and must recall that the shuttle discount exists~~

With ESSI

Sizes guesstimated from photos, crates sized by UOVO's own rules, transport priced by the zip-code calculator, the shuttle discount applied with its source cited — and a defensible Low/Med/High range in one pass.

SC

Approval required — EST-DRAFT-2041 👤 HUMAN GATE
Assigned to S. Carter, Senior Estimator · nothing reaches NetSuite without sign-off

AWAITING APPROVAL

Client

Meridian Fine Art

Tier selected

Recommended — $15,535

Crew / duration

3 handlers · 7–10 days

What ESSI decided — and why (reviewer sees the same citations):

Sizes for 3 pieces estimated from photos (labeled as estimates) — confirmed by estimator in the inventory grid
Crates sized by UOVO crating rules — marble → C-3 heavy-duty, upright; triptych → C-5 oversize slat, upright; bronze → C-2
Local transport — zip 10028 → Zone 2, 3 handlers, via UOVO’s imported transport calculator
NY–FL consolidated shuttle rate applied — source: shuttle rate guideline, flexible-timing tier; load ≈ 14% of trailer
Rigging +1 crew +2h — trigger: 400-lb marble, no freight elevator · similar job E-24117 (final invoice −3% vs estimate)
Fuel surcharge 7.5% — approved value; a 7.8% update from the public diesel index is awaiting rate-owner approval
Registration & coordination fee — flat 5% policy (unchanged, per working group)

Consistency checkNEW ⓘ — 3 comparable NY→FL jobs priced by 2 other estimators in the last 90 days: this estimate is within 4% of their median. Same engine, same rates, same rules — no estimator-to-estimator drift.

Reviewer note (captured in the audit trail):

Audit trail

14:21 — Draft created by J. Reyes from NetSuite OPP-20871 (no manual re-entry)

14:24 — Inventory confirmed: 18 items, 2 flagged cells resolved by user

14:29 — Tier "Recommended" selected; no line overrides

14:30 — Consistency check passed (within 4% of comparable jobs). Any override would be logged as a signal and routed to the monthly calibration review — never applied as a new rule.

Governance

Human-in-the-loop by design: AI drafts, people approve. Every decision, override, and approval is auditable.

Governed learning

Overrides are captured as signals, never new rules — calibrated against invoice actuals and reviewed by the working group before anything changes tool behavior. ESSI learns the agreed standard, not one person's habit.

NS NetSuite SANDBOX — UOVO ActivitiesTransactionsListsReports⚙

HomeOpportunitiesEstimatesCustomersItems

Transactions › Estimates › EST-10432

Estimate EST-10432

CREATED VIA ESSI · APPROVED

Customer

Meridian Fine Art

Total

$15,535.00

Created by

ESSI integration (OAuth) · approved S. Carter

Linked records

OPP-20871 · ESSI EST-2041

Line items — pushed automatically, no re-entry

Item	Description	Qty	Amount
PACK-STD	Packing & materials — 18 works (soft-pack)	18	$1,860.00
CRATE-CUS	Custom crate — marble sculpture (C-3 heavy-duty)	1	$1,450.00
CRATE-OS	Oversize slat crate — triptych (size estimated from photo, C-5)	1	$980.00
LOC-COLL	Local collection — UES townhouse → UOVO NY (3 crew × 4 h)	1	$2,340.00
RIG-HOIST	Rigging & hoist — no freight elevator (+1 crew, +2 h)	1	$1,120.00
SHUT-NYFL	National shuttle NY → FL — 3 crates + 4 frames, consolidated (flexible timing)	1	$4,980.00
DEL-INST	Delivery & placement — Miami (2 crew × 3 h)	1	$1,410.00
FUEL-SUR	Fuel surcharge — 7.5% of transport lines	1	$655.00
REG-COORD	Registration & coordination — 5%	1	$740.00
Total			$15,535.00

Files

CSV Meridian_Inventory_NetSuite_Import.csv · templated for inventory creation

👤 Human checkpoints on this job — AI drafted, people decided at every step

✔ Crating question answered by the estimator (intake) ✔ 2 flagged cells corrected by hand (inventory review) ✔ 3 photo size estimates confirmed (inventory review) ✔ Every line open to override — logged as signals (estimate) ✔ Tier chosen for the client (estimate) ✔ Approved by S. Carter before the NetSuite push (approval) ✔ Quote emailed only by Accounts — button above (this screen) ✔ Overrides go to the monthly calibration review, never straight into rules

↺

The loop stays open
When the final invoice is issued on this job, ESSI pulls it back through this same link and scores estimate-vs-invoice variance per line — feeding next month's accuracy report and the similar-jobs knowledge base.

Result

Request → approved estimate in NetSuite in ~11 minutes of user time — vs. hours across two tools today.

Consistency

Same job, same estimate — no matter which estimator runs it. One engine, one rates source, cited guidelines, audit trail end to end.

Self-improving

Overrides + invoice variance compound into better team sizing and truer estimates every week.

From client request to NetSuite estimatein one governed flow

Opportunity OPP-20871

Client request (email logged by Accounts)

Estimate EST-10432

Line items — pushed automatically, no re-entry

Files

From client request to NetSuite estimate
in one governed flow