The Estimator
Drawings → proposal
Reads the plan, checks scope and quantities against the proposal, and flags exposure before you sign.
- Takeoffs from your drawings
- Scope checked against the proposal
- Exposure flagged before you sign
✦ BidBuild IQ · AI AgentsYour office, run by AI agents.
THE BACKBONE
Your office, run by AI agents.
Your data, held by BidBuild.
AI agents estimate, order, bill, schedule, and follow up. BidBuild is the backbone that holds every proposal, budget, PO, and job log they run on.
Agent Crew● 6 agents working · all data in BidBuild
ActivityLive
- EstimatorDrawing › Takeoff › ProposalRunning
- BuyerBudget › PO › ShipDone
- BookkeeperReceipt › Bill › QuickBooksDone
- SchedulerPhase › To-do › CrewDone
- CloserLead › Call › SignedDone
- ForemanWalkthrough › Log › ClientDone
✦ How to use BidBuild IQ for sales
Ask a sales question. Get the answer in seconds.
No exports, no spreadsheets. BidBuild IQ pulls your signed proposals, job types, and job costs, then answers in plain English.
- 1Pick a saved prompt or type your question, like “How many pools did we sell January to March, how many were fiberglass, and what did we profit?”
- 2Watch each step as IQ reads proposals, sorts by pool type, and calculates profit.
- 3Change any step, like switching estimated margin to actual job costs, and re-run from there.
- 4Export the recap as a PDF or save it to Reports.
✦ How to use BidBuild IQ with ordering products
Ask for a PO. Watch IQ build it.
Tell IQ what you need for the job. It matches items to the job budget, prices them, and drafts the purchase order for you to confirm.
- 1Type the request, like “Create a purchase order for the Smith job, sending to Heritage Pool Supply for the pump, filter and lights.”
- 2IQ finds the job, sets the vendor, and matches each item to the budget line.
- 3Fix any step, like picking the right filter, and re-run. IQ can remember the change.
- 4Confirm the supplier branch and ship-to address IQ suggests, then send.
✦ How to use BidBuild IQ for job tracking
Snap photos. Type one line. The job is updated.
No more digging through texts for site photos. IQ files them, updates the phase and finish date, and writes the log your team and client see.
- 1Drop photos right into the prompt and type a quick note, like “Upload these photos to the Smith job. We’re in the tile and coping stage and will be completed by Friday.”
- 2IQ files the photos to the job, tags them by phase, and moves the job to Tile & coping.
- 3It writes the job log from your note. Add anything it missed and re-run.
- 4Scheduler sets the finish date and lines up the next crew. Choose whether the client gets the update, then post.
✦ How to use BidBuild IQ for scheduling
Change one job. IQ reworks the whole week.
When a job jumps the line, the Scheduler agent reshuffles every affected crew day, respects what can’t move, and tells everyone.
- 1Tell IQ what changed, like “Tile installation needed at the Smith job. Reschedule any other jobs that have tile for next week and make the Smith job the priority.”
- 2IQ finds every job on the tile crew’s calendar, and the Foreman agent confirms the Smith site is ready.
- 3It builds a new week with Smith first. Fix any move, like keeping a job with a booked inspection, and re-run.
- 4Confirm, and IQ updates the schedule and texts the crew and affected clients.
✦ How to use BidBuild IQ for estimating
Standing in the backyard? Price it before you leave.
Describe what the homeowner wants. The Estimator agent picks the pool, measures pavers and screen, prices it from your price book, and gets a proposal and rendering going.
- 1Type what you hear, like “I’m at Laura Johnson’s house. She wants a Leisure pool with 4 ft of pavers, a screen enclosure, a heater, automation, and two lights.”
- 2IQ finds the lead, picks the pool, and works out paver square footage and screen size.
- 3Change anything, like a bigger pool size, and re-run. Every line reprices on its own.
- 4Start a quick proposal she can sign today, and create a design rendering of her backyard.
✦ How to use BidBuild IQ to follow up with leads
Check in with every lead in one sentence.
The Closer agent writes a personal note to each active lead, skips anyone you just talked to, and sends by text or email, whichever they prefer.
- 1Ask in plain English, like “Send an update to all my active leads and see if they’re still interested and how I can help.”
- 2IQ pulls your active leads, checks each one’s history, and skips anyone contacted in the last 48 hours.
- 3Review the message and add a line, like fall install slots filling up, then re-run.
- 4Send now or schedule it. Replies land right in each lead’s timeline.
Meet the crew
Six agents. Zero admin backlog.
Each agent owns one part of the business, and every handoff lands in BidBuild.
Live today
The Buyer
Budget → PO → order
Turns every job budget line into purchase orders and supplier orders, then tracks them until delivery.
- Budget lines become POs
- Orders placed on your supplier account
- Delivery tracked to the job
The Bookkeeper
Receipts → bills
Matches each receipt and invoice to the right job and budget line, then creates the PO and bill.
- Receipts matched to the budget line
- PO and bill created for you
- Synced to QuickBooks
The Scheduler
To-dos & inspections
Creates job to-dos, sequences inspections, and keeps every crew moving to the next phase.
- Job to-dos created by phase
- Inspections sequenced
- Crews moved to the next phase
The Closer
Lead follow-up
Ranks your hottest leads every morning, drafts follow-ups, and makes sure no proposal goes cold.
- Hottest leads ranked each morning
- Follow-ups drafted for you
- No proposal goes cold
The Foreman
Job logs & updates
Turns a jobsite walkthrough video into job logs, to-dos, and a client update the same day.
- Walkthrough video becomes a job log
- To-dos assigned from the walkthrough
- Client update sent the same day
The backbone
Agents are only as good as the data they run on
Other tools bolt AI onto scattered spreadsheets. BidBuild was built as the single source of truth for leads, proposals, budgets, purchasing, billing and job logs, which is exactly what agents need to work without guessing.
- One record per job, from first lead to final invoice
- Agents read and write the same ledger your team uses
- Every action logged against the job
- Your team approves the exceptions
✦ BidBuild IQAI Agents
EstimatorBuyerBookkeeperSchedulerCloserForeman
The backboneBidBuild
CRMProposalsBudgetsPOsBillsJob logsTo-dos
ConnectionsYour ecosystem
QuickBooksSuppliersLendersManufacturers
✦ How BidBuild IQ works
An operating system of trained specialists
BidBuild IQ isn’t one chatbot guessing at your business. It orchestrates a team of trained specialists for jobs, leads, purchasing, billing and more, all running inside BidBuild with governance and access control built in.
“Create a PO for the Smith job…”
✦ BidBuild IQ
Orchestrator
Plans the work, picks the specialists, checks permissions
🛡️ Governance layer · role-based access · approvals · audit log
Jobs
Budgets, phases, job logs
Leads
Pipeline, follow-ups
Purchasing
POs, suppliers
Billing
Bills, draws, invoices
Scheduling
Crews, to-dos
Estimating
Takeoffs, proposals
BidBuild data
Your records never leave the platform
Why it’s more secure than a general AI chatbot
General tools like ChatGPT, Claude and others are built to answer anything for anyone. BidBuild IQ is built to do one company’s work safely.
| Topic | General-purpose AI chatbot | BidBuild IQ |
|---|---|---|
| Where your data goes | Pasted into a public AI service outside your business | Stays inside BidBuild. Specialists work on your records where they live |
| What the AI knows | General internet knowledge, guesses at construction details | Trained specialists that know jobs, leads, budgets and POs |
| Who can see what | Anyone with the chat can ask about anything | Role-based access. A specialist only sees what that user can see |
| Changing records | Copy, paste and hope it’s right | Every write needs your approval and is logged to the job |
| Audit trail | Chat history, if you saved it | Every step, edit and re-run recorded against the job |
Your data stays in BidBuild
Specialists run inside the platform. Your jobs, pricing and customers aren’t shipped off to a public chatbot.
Small, specialized models
Purpose-built small language models (SLMs), hosted by BidBuild and trained for construction work: smaller, more focused and easier to govern than one giant general model.
Governance & access control
Permissions follow your team roles. Specialists can’t read or change anything the user couldn’t.
Human approval, full audit
Nothing is sent, ordered or billed without a confirm step, and every action is logged.
✦ BidBuild IQ
From people running software to agents running the work
BidBuild IQ already answers questions about your own data and drafts proposals, logs hours and raises purchase orders through chat. Agents take the next step: they do the work on their own and bring you only the decisions.
01
Connect
Bring leads, proposals, budgets and vendors into BidBuild.
02
Deploy agents
Turn on the Estimator, Buyer, Bookkeeper and more.
03
Automate
Agents handle the handoffs; your team approves exceptions.
04
Scale
Take on more jobs without adding office headcount.
Done-for-you agent setup
We'll set up your AI crew for you
Most contractors don't have time to restructure the office while running jobs. The BidBuild team does it with you: we get your data organized, map how your business actually runs, and switch on the agents that take the most work off your plate.
- Workflow review: where your office time really goes
- Data cleanup and import: leads, proposals, budgets, vendors
- Agents configured to your process, approvals and team
- Team training and a go-live check-in
- Ongoing tune-ups as you add agents
- CompleteWeek 1
Discover
Walk through how leads, jobs, purchasing and billing flow today.
- CompleteWeek 2
Organize
Clean up and load your data so BidBuild is the single source of truth.
- In progressWeek 3
Deploy
Turn on your first agents with approval rules your team trusts.
- Up nextWeek 4
Train & go live
Train the team, review results, and plan the next agents.
What contractors say
Builders running their jobs on BidBuild
We love the contingency concept built into BidBuild — honestly, there's nothing about it we don't like.
T4 Fiberglass Pools
Pool Builder
Quick Proposals is what we use every day, and we love it.
Pools by Cory
Pool Builder
BidBuild's ability to run multiple companies has been a game changer for us.
Dymond Pool & Spa
Pool & Spa Builder
BidBuild has changed how we do business — finally, everything is in one place.
Wahoo Pools
Pool Builder
BidBuild has allowed us to track our projects better and understand exactly where our money is going.
ModernXscapes
Outdoor Living Contractor
The questionnaires have saved us so much time when quoting jobs — what used to take an hour now takes five minutes.
Leisure Pools of Sarasota
Pool Builder
This application has made our life in business so much easier.
RF Designs
Design & Build Contractor
