Sales & leads
Bid preparation from plans and specifications
The specification is read end to end, the scope items for your trade are listed with their section references, and a bid is drafted from your past costs.
Starts when
An invitation to bid arrives with plans and specifications.
What happens
- Read the specification and list the scope that applies to your trade
- Note alternates, exclusions, bonding and insurance requirements
- Price each item from your cost history and current supplier quotes
- Draft the bid form and a list of questions for the general contractor
In more detail
An automation like this reads the specification book that comes with an invitation to bid, one section at a time, and lists the scope that belongs to your trade with the section and paragraph for each item. It also pulls out alternates, allowances, bonding and insurance limits, retainage and the bid due date. It then fills a draft bid sheet from your own cost history and saved supplier quotes and drafts questions for the general contractor. It does not measure quantities from drawings; your estimator still does the takeoff, checks every line and sets the final number, and nothing is sent automatically. To work it needs the project manual as a PDF, a cost history in a spreadsheet or accounting export, and your bid template. Fenrir Labs could design it to run on your own computer so your costs and margins stay in your office.
You stay in control
The estimator checks quantities and sets the final number.
Connects to
- Email
- Plan files
- Estimating spreadsheet
- Cost history
Questions we would ask you
- Which trade and which MasterFormat sections do you usually bid?
- Where does your cost history live, and in what form: spreadsheet, accounting job-cost reports, or estimators' memory?
- How many bids do you prepare a month, and how many pages is a typical project manual?
- What do you use for takeoff today, and would you keep doing takeoff yourself?
- Show me two past bids you lost or won because of something in the spec.
Discuss this further with the Live Agent
Documents & compliance
Subcontractor insurance and license tracker
Every subcontractor's certificate of insurance and license is read and checked against your requirements, and renewals are requested before they lapse.
Starts when
A certificate is received, or one is 30 days from expiry.
What happens
- Read coverage types, limits, dates and the named insured
- Compare with the requirements in the subcontract
- Request a corrected or renewed certificate from the subcontractor or their agent
- Flag anyone scheduled on site without valid coverage
In more detail
An automation like this reads each certificate of insurance as it arrives by email, pulls out coverage types, limits, dates, the named insured and any additional-insured wording, and compares them with the requirements in your subcontract. Plain rules, not the AI, decide pass or fail. Thirty days before a policy or licence expires it drafts a request to the subcontractor or their agent, and it lists anyone scheduled on site soon without valid coverage. A person sends the requests, and the project manager decides whether a subcontractor may start. It needs one mailbox for certificates, a written list of your insurance requirements, and your schedule from your project software or an export. Several commercial services already do this well, so Fenrir Labs would usually suggest comparing them first; a local design suits smaller firms that want to keep it simple.
You stay in control
The project manager decides whether a subcontractor may start work.
Connects to
- Email
- Document storage
- Project schedule
- Vendor records
Questions we would ask you
- How many active subcontractors and suppliers do you track, and how many certificates arrive a month?
- Where are your insurance requirements written today: in each subcontract, a standard exhibit, or nowhere?
- Who checks certificates now, and what has slipped through in the last year?
- Do you require endorsements to be attached, or only the certificate?
- Which project management system holds your schedule and subcontractor directory?
Discuss this further with the Live Agent
Documents & compliance
Daily logs from the superintendent's voice notes
A two-minute voice note and a few photos at the end of the day become a complete daily log with crew counts, weather, deliveries and issues.
Starts when
The superintendent records an end-of-day note.
What happens
- Transcribe the note and sort it into the sections of your daily log
- Add the weather record and attach captioned photos
- Pull out delays, safety observations and items that need an answer
- File the log with the project and notify the project manager of open issues
In more detail
An automation like this takes the superintendent's two-minute end-of-day voice note and a few photos and turns them into a draft daily log in your own format: crews and headcounts, work by area, deliveries, inspections, delays, safety observations and open questions. The voice note is transcribed on your own computer, the AI sorts it into sections, and plain code adds the day's weather from the nearest public weather station and attaches the photos. Numbers it heard are highlighted so the superintendent can check them. The superintendent edits and signs the log, and only then is it filed, either as a PDF in the project folder or into your project software if it has a suitable connection. It needs a fixed log template, a list of subcontractors per job, and superintendents willing to record a short note each day.
You stay in control
The superintendent reviews and signs the log.
Connects to
- Mobile phone
- Project management software
- Photo storage
Questions we would ask you
- Who writes daily logs today, when, and how complete are they?
- Which system holds them: Procore, Raken, Buildertrend, paper, a Word template?
- Would superintendents record a two-minute note every day? Have you tried voice before?
- What sections must every log have, and who reads them?
- Have logs ever been used in a claim or dispute, and what was missing?
Discuss this further with the Live Agent
Finance & billing
Change orders drafted from the field
When the crew hits something unexpected, a priced change order with photos and the relevant contract clause is ready the same day.
Starts when
A field note or photo is tagged as extra work.
What happens
- Describe the changed condition from the note and photos
- Find the contract clause and drawing reference that apply
- Price labor, material and markup from your rates
- Draft the change order and the cover email to the owner
In more detail
An automation like this takes a foreman's note and photos about unexpected work and drafts a change order the same day. The AI writes a neutral description of what was found, quotes the contract clauses on changes, notice and markup, and lists questions about hours or quantities it could not find. Plain code works out the notice deadline and prices the work from your rate sheet, supplier quotes and the markup your contract allows; the AI never sets a price. The draft and a cover email go to the project manager, who checks quantities, edits and sends it. It needs contracts saved as PDFs per job, a current rate sheet, and a habit of sending field notes to one place. Whether a change is billable is your project manager's judgment, not the software's.
You stay in control
The project manager reviews pricing and sends the change order.
Connects to
- Project management software
- Contract files
- Rate sheet
- Email
Questions we would ask you
- How do field crews report extra work today, and how quickly does the PM hear about it?
- In the last year, how many changes were done and never billed, or billed late?
- What notice periods and markups do your typical contracts set?
- Which system holds change orders: Procore, Buildertrend, JobTread, Word?
- Do you keep a rate sheet, and who updates it?
Discuss this further with the Live Agent
Operations & inventory
RFI and submittal log that chases itself
Open RFIs and submittals are tracked against the schedule. Reviewers are reminded before a late answer delays work, and responses are filed automatically.
Starts when
An RFI or submittal is created, answered or overdue.
What happens
- Log each item with its due date and the activity it holds up
- Remind the architect or engineer as the date approaches
- Read the response and distribute it to the affected trades
- Report weekly on what is open and what it puts at risk
In more detail
An automation like this keeps one list of open RFIs and submittals for each job and links each to the schedule activity it holds up, so you can see which answers are about to delay work. Plain code works out the days left from your schedule; the AI drafts polite reminders to the architect or engineer and summarises answers when they come back, including whether something was rejected or must be resubmitted. The project engineer reviews every summary before it goes to the trades, and reminders are drafts a person sends. It needs your project software or a spreadsheet log, a schedule you can export, and access to the email where answers arrive. If you already use Procore or Autodesk Build, much of this is built in, so Fenrir Labs would look first at what your current system can do.
You stay in control
The project engineer reviews responses before they are distributed.
Connects to
- Email
- Project management software
- Project schedule
Questions we would ask you
- Where is your RFI and submittal log today, and who keeps it current?
- Which scheduling tool do you use, and how often is the schedule updated?
- How many open RFIs and submittals does a typical job carry?
- Has a late answer delayed work in the last year? What did it cost in time?
- Would your architects accept reminders that come from the PM's own email?
Discuss this further with the Live Agent
Finance & billing
Supplier invoices matched to orders and deliveries
Each invoice is compared with the purchase order and the signed delivery ticket and coded to the right job and cost code, with mismatches set aside.
Starts when
A supplier invoice arrives.
What happens
- Read the invoice and find the purchase order and delivery tickets
- Compare quantities and prices line by line
- Code matched lines to the job and cost code
- Send mismatches to the project manager with the documents side by side
In more detail
An automation like this reads each supplier invoice from your accounts payable inbox, finds the purchase order and the signed delivery tickets for that job, and compares them line by line for item, quantity and price. The AI reads the documents, including photos of delivery tickets; plain code does the arithmetic, the tolerance checks and the duplicate check. Matching invoices are coded to the job and cost code and wait for accounts payable to approve; mismatches go to the project manager with the three documents side by side. Nothing is posted to your books or paid without a person clicking. It works best if you issue purchase orders with job and cost codes and get delivery tickets from the site to the office the same day. It needs read access to your accounting system or wherever your purchase orders live.
You stay in control
Accounts payable approves matched invoices; the project manager resolves exceptions.
Connects to
- Email
- Accounting
- Purchase orders
- Delivery tickets
Questions we would ask you
- How many supplier invoices do you process a month, and how many suppliers?
- Do you issue purchase orders? For which kinds of purchases?
- How do delivery tickets get from the site to the office today?
- Which accounting system do you use, and where do POs live: accounting, Procore, spreadsheets?
- What happens now when an invoice does not match: who resolves it and how long does it sit?
Discuss this further with the Live Agent
Documents & compliance
Lien waivers collected with every pay application
Before a payment is released, the matching waiver from each subcontractor and supplier is requested, checked for the right amount and period, and filed.
Starts when
A pay application is being assembled.
What happens
- List who must provide a waiver for this period and for what amount
- Send each party the correct form to sign
- Check returned waivers for amount, dates and signature
- Assemble the package for the owner or lender
In more detail
An automation like this helps a general contractor gather lien waivers when a monthly pay application is being put together. Plain code works out from your accounting records who was paid, how much and through what date, and which waiver form each party owes. For Texas projects that means the four statutory forms, and an unconditional waiver is only prepared once the payment has cleared. A person approves the requests before they go out for signature. When waivers come back, the software checks amounts, dates, names and form text and assembles the package, and your project accountant confirms it before any payment is released. Mature products such as Procore Pay, GCPay and Siteline already do this well, so Fenrir Labs would usually recommend them; a smaller local checker for returned waivers is the realistic custom option.
You stay in control
The project accountant confirms the package before payment is released.
Connects to
- Accounting
- E-signature
- Email
- Document storage
Questions we would ask you
- How many subs and suppliers give waivers each month across your jobs?
- Which owners or lenders have rejected a package in the past year, and why?
- Which accounting system holds your payments by job?
- Do you use statutory Texas forms, AIA forms, or owner and lender forms?
- Do you require sub-tier waivers?
Discuss this further with the Live Agent
Documents & compliance
Safety meetings and incident reports on record
Toolbox talks are scheduled by the work coming up, attendance is captured from a photo of the sign-in sheet, and incident forms are started from a voice report.
Starts when
A weekly schedule, or a reported incident.
What happens
- Pick a talk that fits the next week's activities
- Record attendance from the sign-in sheet photo
- Turn a spoken incident report into the first draft of your form
- Track corrective actions until they are closed
In more detail
An automation like this does two things for a contractor's safety records. Each week it reads the upcoming work from your schedule and suggests toolbox talks from your own approved library, then reads a photo of the sign-in sheet and matches names to your crew list, asking the foreman about any it cannot read. When an incident happens, a supervisor records a spoken account; it is transcribed on your own computer and drafted into your incident form, with OSHA reporting deadlines shown at the top, such as 8 hours for a fatality and 24 hours for an in-patient hospitalization. The safety lead decides whether a case is recordable, reviews every report and files it; the software never reports to OSHA. Because injury details are sensitive, keeping this processing in your office is a real advantage.
You stay in control
The safety lead reviews every incident report before it is filed.
Connects to
- Mobile phone
- Project schedule
- Document storage
Questions we would ask you
- How many employees and how many establishments do you have? (This decides which OSHA submissions apply.)
- Where do toolbox talk records live now, and has a GC or insurer asked for them?
- Do you have a talk library, and who approves new talks?
- Who decides whether an injury is recordable today?
- How are incidents reported from the field now, and how quickly does the office hear?
Discuss this further with the Live Agent
