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AI agent for construction estimators

Supplier Quote Expiry Watch Agent

Keep the estimate priced on valid quotes through to award.

MonitoringRisk managementReal estate and construction
See how it worksGet access
Supplier Quote Expiry Watch Agent: what goes in, what the agent does and what you get

What it does

Between bid day and award, supplier quotes quietly expire. This agent tracks every quote in the estimate with its date, validity period and price, and flags the ones that will expire before the expected award. It sends refresh requests to the suppliers, reads the new quotes, and updates the estimate. It then compares the new total with the bid and shows which items moved most. If the change is above your threshold, it prepares a note on how it affects the number you gave. You approve the revised number before anything is sent. Edge case: lumber is quoted valid for 14 days and the award is in 30, and the agent requests a refresh at day 12.

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, continueApprovedYes, continueApprovedNoNo 1 STARTS WHEN Bid has been submitted 2 USES A TOOL Read each quote's date, validity period and price 3 DOES Compare expiry dates with the expected award date 4 CHECKS THE RESULT Does every quote stay valid through award? If not: List quotes that expire first. Back to step 3. 5 USES A TOOL Draft refresh requests to those suppliers 6 YOU APPROVE Estimator approves the requests 7 USES A TOOL Send requests and log the new quotes 8 DOES Update the estimate and compare the new total withthe submitted bid 9 CHECKS THE RESULT Is the change within the threshold? If not: Prepare a note on the cost change and thelargest items. Back to step 8. 10 YOU APPROVE Estimator approves the revised number 11 RESULT Updated estimate and expiry log
Read the steps as a list
  1. Bid has been submitted
  2. Read each quote's date, validity period and price
  3. Compare expiry dates with the expected award date
  4. Does every quote stay valid through award?If not: List quotes that expire first. Back to step 3.
  5. Draft refresh requests to those suppliers
  6. Estimator approves the requestsThe agent waits here for your OK.
  7. Send requests and log the new quotes
  8. Update the estimate and compare the new total with the submitted bid
  9. Is the change within the threshold?If not: Prepare a note on the cost change and the largest items. Back to step 8.
  10. Estimator approves the revised numberThe agent waits here for your OK.
  11. Updated estimate and expiry log

How it decides

It flags a quote when its expiry date falls before the expected award plus a buffer. It compares the refreshed price with the original and the bid.

  • Flag a quote expiring within 7 days of the expected award (default)
  • A price change over 2% of the bid needs a note (default)
  • Refresh requests start 5 days before expiry
  • Missing validity period counts as 30 days

Make it yours

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

  • Expiry buffer (default 7 days)
  • Price change threshold (default 2%)
  • Refresh timing
  • Supplier contacts
  • Award date source

What keeps you in control

It always asks you first

  • Messages to suppliers
  • The revised number

Hard limits

  • Never sends a revised price to the owner
  • Never accepts a quote without approval
  • Keeps the original quote record

It stops when

  • Done: all quotes valid through award
  • Stop: supplier will not extend; estimator picks another source

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 happensA school bid of $1.84M had 26 quotes. Seven expired before the expected award on 15 Nov, including steel and lumber. The agent requested refreshes. Steel came back 6% higher, so the new total was $1.87M, above the 2% threshold. The check failed, and the agent wrote a note with the three items driving the change. The estimator approved the revised number.

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