Answer every call on the first ring.
Leads call after 5 PM and hit voicemail.
Est. deploy 2–3 weeksSee the walkthrough
Intake & Scheduling · Construction
Make bid requests ready for an estimator.
Bid documents arrive without scope or due dates.
For: Estimating coordinators and the team responsible for intake & scheduling in construction.
01 · The outcome
What good looks like.
The team has an estimator-reviewed bid intake brief, with source evidence and an explicit approval before any external action. Track bid requests ready for estimation without rework against a baseline; do not assume automation improves it.
A connected workflow that uses bid documents, requested scope, due date, and job location to extract document references and create a missing-information checklist. It produces an estimator-reviewed bid intake brief.
Where AI helps, and where a person decides.
AI can extract document references and create a missing-information checklist. It drafts and organizes; it does not authorize spending, commitments, clinical decisions or customer communication. The estimating coordinator verifies the source facts and approves the final action.
Estimating coordinator is accountable. People approve customer-facing, sensitive, financial, and legally binding actions.
- Estimating coordinator: Capture the source and scope
- Estimating coordinator: Review the proposed outcome
- Estimating coordinator: Release only the approved version
- Estimating coordinator: Check the result and exceptions
A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
02 · The handoffs
How the work moves.
Every handoff has an owner. Select a step to open or close its detail.
Start when: A request for bid is received. Connect only bid documents, requested scope, due date, and job location. The estimating coordinator confirms the request is authorized and in scope.
Ready when: The source reference, permissions and accountable owner are recorded.
Use the authorized records to extract document references and create a missing-information checklist. Preserve the original language alongside the draft and label uncertain fields.
Ready when: Each proposed fact links back to a source, and missing information is visible.
Check an estimator-reviewed bid intake brief against the original records and current policy. Correct errors and escalate exceptions to the qualified specialist; do not auto-approve.
Ready when: Estimating coordinator has recorded approval or a reason to hold the item.
After explicit approval, save an estimator-reviewed bid intake brief in the system of record. Send only approved messages to verified recipients. Record the version and prevent duplicate delivery.
Ready when: The approved record is saved; any delivery is confirmed or placed in the retry queue.
Review bid requests ready for estimation without rework each week, sample completed records for quality, and resolve held items. Change the rules only after reviewing actual errors and staff feedback.
Ready when: Exceptions have owners, the metric has a baseline, and corrective actions are assigned.
Sample record.
$ david run --workflow=construction-bid-intake
ILLUSTRATIVE RECORD / NOT LIVE CUSTOMER DATA
- Example
- Illustrative only — not a real client record
- Reference
- CONSTRUCTION-BID-INTAKE-DEMO-001
- Trigger
- A request for bid is received.
- Owner
- Estimating coordinator
- Prepared output
- an estimator-reviewed bid intake brief
- Review status
- Awaiting human approval — no external action taken
- Missing information
- Owner to verify source completeness
- Measure
- Bid requests ready for estimation without rework
Start with your tools.
Connect Procore, QuickBooks, Microsoft 365 through approved APIs or controlled exports. Map record identifiers first; test permissions and field updates in a sandbox. Vendor names describe possible connections, not a guarantee of an available integration or license.
When things go wrong.
- A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
- Use only authorized sources and role-based access. Keep an audit trail of source records, drafts, approvals and delivery status; deduplicate retries.
- If an integration fails, a source is missing or confidence is low, pause the action and assign the original request to the accountable owner.
Try this week / no DAVID required
A useful first step.
This week, have your estimating coordinator time five examples of this work. Use redacted copies of bid documents, requested scope, due date, and job location to make an estimator-reviewed bid intake brief manually, then list which fields required judgment.
What to measure.
- Bid requests ready for estimation without rework
- Minutes of human handling per completed item
- Drafts needing substantive correction
- Exceptions unresolved beyond the agreed review window
Estimate your time back.
20.8
$11,232
03 · More workflows to consider
Related workflows.
Route every inquiry, 24/7.
Email, calls and webforms produce disconnected intake trails.
Est. deploy 3–5 weeksSee the walkthrough
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Est. deploy 4–6 weeksSee the walkthrough
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