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AI agent for construction estimators

Bid Day Countdown Agent

A clean bid summary at the deadline, with every late change checked.

Quality controlRisk managementMonitoringReal estate and construction
See how it worksGet access
Bid Day Countdown Agent: what goes in, what the agent does and what you get

What it does

At 2pm on bid day, five sub quotes arrive and one of them reads $1.2M instead of $120k. This agent runs the countdown. It sets a timeline back from the deadline, tracks incoming sub quotes and addenda, and updates the bid summary as each arrives. After every change, it reruns the totals and checks, such as scope coverage, duplicated or missing trades, and unusual swings. If the total moves outside a set range, it flags the cause and asks you to confirm before accepting. You approve the submission price. Edge case: a quote that excludes a key item is shown with the cost to cover it so you can compare low bids fairly.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Bid day begins 2 DOES Build the countdown timeline back from the deadline 3 USES A TOOL Track incoming sub quotes and addenda 4 DOES Check each quote for scope, exclusions and math 5 DOES Update the bid summary 6 CHECKS THE RESULT Is the new total within the allowed swing and everytrade covered? If not: Flag the cause, ask the estimator to confirm orfix the quote. Back to step 2. 7 DOES Compare low quotes on the same scope basis 8 CHECKS THE RESULT Are all addenda acknowledged and included in theprice? If not: List the missing addenda and update the summary.Back to step 3. 9 USES A TOOL Run the final checklist at 60 and 15 minutes beforedeadline 10 YOU APPROVE Estimator approves the submission price 11 RESULT Final bid summary
Read the steps as a list
  1. Bid day begins
  2. Build the countdown timeline back from the deadline
  3. Track incoming sub quotes and addenda
  4. Check each quote for scope, exclusions and math
  5. Update the bid summary
  6. Is the new total within the allowed swing and every trade covered?If not: Flag the cause, ask the estimator to confirm or fix the quote. Back to step 2.
  7. Compare low quotes on the same scope basis
  8. Are all addenda acknowledged and included in the price?If not: List the missing addenda and update the summary. Back to step 3.
  9. Run the final checklist at 60 and 15 minutes before deadline
  10. Estimator approves the submission priceThe agent waits here for your OK.
  11. Final bid summary

How it decides

It accepts a quote into the summary after checking scope, math and size against the estimate, and flags totals that swing more than the set range.

  • Flag any total change over 3% from the last version
  • Normalize quotes for exclusions before comparing
  • Require addenda acknowledged before submission
  • Run final checks 60 and 15 minutes before deadline

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Allowed swing (default 3%)
  • Deadline checkpoints
  • Trades to cover
  • Quote comparison method

What keeps you in control

It always asks you first

  • Estimator approves the submission price

Hard limits

  • Never submit the bid itself
  • Never accept a quote without checks

It stops when

  • Done: bid submitted by the estimator
  • Stop: missing trade coverage at 15 minutes before deadline

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensAt 1:40pm a mechanical quote arrived at $1,240,000 against an estimate of $124,000. The agent flagged the 900% swing and found a misplaced zero. The sub corrected to $124,000 by email. An electrical quote excluded fire alarm, $18,000 to cover. The final check passed with 3 addenda. The estimator approved.

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