Gamut
Quote & Estimate Follow-upCommercial Construction

Commercial Construction & GC Quote / Estimate Follow-up Agent

Track every open bid, follow up with quiet prospects on schedule, and never let an estimate expire unanswered.

Updated

Connects with

ProcoreProcoreSageSageViewpointViewpointSalesforceSalesforceHubSpotHubSpotGmailGmailOutlookOutlook
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The problem it solves

Estimators at commercial GCs submit dozens of bids and then lose track of them once the proposal is out the door. Prospects go quiet, bids expire unanswered, and the team never learns which jobs would have closed with one more touch. This agent keeps every outstanding bid moving toward a decision and builds the win-rate data your estimating team needs to raise close rates.

Who it's for

  • Estimators at commercial general contractors juggling 20+ open bids at once
  • Business development reps who own proposal follow-up
  • Operations and preconstruction leads tracking pipeline and win rates
  • GCs running bids through Procore, Sage/Viewpoint, or a CRM
  • Specialty and trade contractors who bid high volumes of project work

What it does

  1. 1

    Pull every open bid

    On a daily schedule the agent fetches all open bids and estimates from your connected system, reading project name, client, value, submission date, expiration date, and assigned estimator.

  2. 2

    Flag silent prospects

    It compares each bid's last-activity date against your follow-up window and flags any prospect who has gone quiet without a reply, meeting, or status update.

  3. 3

    Draft project-specific follow-ups

    For each silent prospect it writes a brief, professional email from the assigned estimator that references the exact project, bid amount, and submission date.

  4. 4

    Send or queue for review

    Smaller bids go out automatically through your email account, while bids above your high-touch threshold are queued in Slack for the rep to send personally.

  5. 5

    Alert on expiring bids

    Any bid nearing its expiration date triggers a Slack alert to the estimator so they can extend or requote before it lapses.

  6. 6

    Log every outcome

    It records each follow-up attempt and final outcome (won, lost, expired, or pending) in your tracker or spreadsheet for full estimator visibility.

  7. 7

    Report win rates

    On a weekly or monthly cadence it posts a win-rate summary by rep, project type, and value band, plus average days to decision and stale bids past 30 days.

Key benefits

  • Stop losing bids to silence — every quiet prospect gets a timely, specific follow-up
  • Catch expiring bids before they lapse, so you extend or requote instead of starting over
  • Free estimators from manual tracking spreadsheets and calendar reminders
  • Know your real win rate by rep, project type, and value band
  • Spot patterns in why you win and lose, then sharpen your close rate
  • Keep major-client outreach personal by routing high-value bids to rep review

Sample use cases

A $320K tenant-improvement bid submitted nine days ago has had no reply from the owner.

The agent flags it past the follow-up window and sends a tailored email from the estimator asking whether scope has changed or questions remain, then logs the touch.

A new-construction proposal worth $4M is sitting past the follow-up window.

Because it exceeds the high-touch threshold, the agent drafts the note but queues it in Slack so the rep can reach out to the major client personally.

Three bids are set to expire within the next week.

The agent alerts each assigned estimator in Slack with the project and expiration date so they can extend or requote before the bids lapse.

Leadership wants to know where the estimating team is winning and losing.

The agent posts a monthly win-rate digest broken down by rep, project type, and value band, with average days to decision and a list of bids stale past 30 days.

Key integrations

  • Procore

    Pulls bid and estimate records, project data, and submission and expiration dates.

  • Sage / Viewpoint

    Construction ERP source for bid records and project financials when used instead of Procore.

  • Salesforce

    CRM pipeline for tracking bid outcomes and follow-up status.

  • HubSpot

    Alternative CRM for pipeline tracking and outcome logging.

  • Gmail / Outlook

    Sends the project-specific follow-up emails from the assigned estimator.

  • Slack

    Delivers expiration alerts, high-touch review queues, and win-rate digests.

Most commercial GCs lose more bids to silence than to price. An estimate goes out, the owner stalls, and without a consistent follow-up cadence the bid quietly expires while the team is heads-down on the next proposal. This agent closes that gap by treating every open bid as something to actively move toward a decision rather than a document filed and forgotten.

Over time the win-rate reporting becomes as valuable as the follow-ups themselves. By tracking outcomes by rep, project type, and value band — alongside average days to decision — estimating leads can see exactly where the team converts and where bids stall, and adjust their approach with real numbers instead of gut feel.

Getting started

  1. Import the workspace — Add this agent template to your Gamut workspace to get the bid follow-up agent and its skills.
  2. Run agent onboarding — The agent-onboarding skill asks about your bid system, follow-up windows, high-touch threshold, and reporting cadence, then writes your configuration.
  3. Give it a first task — Ask it to check all open bids and follow up with anyone who hasn't responded in the past N days.

Frequently asked questions

Does the agent send follow-up emails without my approval?

Smaller bids are followed up automatically, but any bid above your configured high-touch threshold is queued in Slack for a rep to review and send personally. It also never sends more than one follow-up per week per bid, and never touches major clients without approval.

Which systems does it work with?

It connects to Procore, Sage/Viewpoint, or a CRM/spreadsheet for bid records, Salesforce or HubSpot for pipeline tracking, Gmail or Outlook for sending follow-ups, and Slack for alerts and digests.

How is this different from construction estimating software or doing follow-up manually?

Construction estimating software helps you build the bid; this agent works after it's submitted, chasing decisions and tracking outcomes. Unlike a manual spreadsheet or generic reminders, it drafts project-specific emails, watches expiration dates, and computes win rates on its own.

Can it replace our construction estimating services or change bid amounts?

No. It does not create new bids, modify bid amounts, or perform estimating itself, so it sits alongside your construction cost estimating software and services rather than replacing them. Its job is purely follow-up, expiration tracking, and win-rate reporting.

How does it decide who to follow up with?

It compares each bid's last-activity date against your follow-up window — by default 5 business days for bids under $500K and 10 for larger projects — and flags any prospect who has gone quiet without a reply, meeting, or status update.

What does it cost to run?

The template itself is free to import from the Gamut marketplace. You only pay for your own connected accounts, such as your bid system, CRM, and email, which most commercial GCs already have in place.