Everything on the record, listed plainly
No plan gates any of this. Four pillars and the assistant, with the screen each one lives on. Every example below is from Ridgeline Builders' data.
From a lead to a signed estimate
The CRM is the front of the same record the job runs on, so the estimate you win with is the budget you build against.
CRM pipeline
Lead, qualified, proposal, negotiation, closed won, closed lost, plus a dead lane. Pipeline value counts open stages only.
Lead · 2Qualified · 2Proposal · 1Negotiation · 1Won · 1$5,412,900 openBid invites with merge tags
Single or bulk invites from your directory. The email is a template with the sub, project, scope and due date filled per recipient.
Hi {{sub_name}}, Ridgeline Builders is requesting pricing for {{project_name}}: {{scope}}. Bids are due {{due_date}}.
Bulk · 3 selectedBid leveling with plugs
Add a plug for what a bidder excluded, credit what they included, and read the leveled total, not the headline number.
Northwest Door & Dock $109,875 +$6,300 $116,175 Boise Overhead Door Co. $118,400 $0 $118,400 AI follow-up drafts
A proposal with no reply after a week gets a follow-up drafted in your voice. It is labeled, and it waits for you.
AI DraftGarden City Brewery Buildout · sent 11 days agoEstimates with markup and tax
Labor, Material and Sub lines with Allowance, Alternate, Contingency and Taxable flags. Tax by state applies to material lines only; markup applies to all.
LaborMaterialSubAllowanceTaxableMarkup 12%·Idaho 6.00% on materials $571,840.00$2,920,035.20Public estimate links
A branded, masked link for the client with Accept estimate and Request changes. Unit cost and markup stay private.
Estimate · EST-0042ProposedValid until Oct 15, 2026
The schedule, the paperwork, the field
Everything the PM and the superintendent touch between notice to proceed and the punch walk.
Schedule, four ways
Main Table with variance, Gantt with baseline ghosts and the critical path, Calendar, and a 3-week lookahead with PPC. Day, Week, Month, Quarter zoom.
PPC last week 71% · 17 of 24 planned tasks completedL2 mechanical rough-in · +4 dL2 electrical rough-in · SS+5RFIs with AI drafts
Draft, open, responded, closed. Open RFIs older than 7 days get an Aging chip, and a drafted response waits behind the Human approval gate.
RFI-017Slab depression depth at imaging suiteOpenCriticalAgingOverdue risk: slab pour Sep 11Submittals, the full status set
Pending, Submitted, Approved, Approved as Noted, Revise & Resubmit, Rejected, by spec section, with the sub who submitted it.
PendingSubmittedApprovedApproved as NotedRevise & ResubmitRejectedSUB-034 · 08 71 00 Door hardware schedule · Approved as Noted · Boise Lumber & SupplyChange orders
PCOs stay pending with amount, cost code and schedule impact until approved; approved amounts roll into the revised contract.
PCO-005MRI suite RF shielding upgrade$67,900Pending13 49 00 · +10 days · 2 attachmentsDaily logs with weather and Rain out
Weather auto-filled from the site record, a Rain out day checkbox that shows up in the dispute pack, photos from Telegram, a voice note for Work Performed.
Aug 26, 2026 61°F · Rain · 0.62 in Rain out dayCrew 6Rain out — site drainage checks and material covering onlyPunch list and safety
Punch items move forward only: open, in progress, complete, verified. Safety incidents by type and severity, with the corrective action on the record.
OpenIn progressComplete VerifiedNear missFirst aidAug 21 · Level 2, grid C-4 · lift tagged out
Original, committed, actual, invoiced, variance
The budget grid is by cost code and reads the same way your subcontracts and invoices do. Variance is original minus committed; negative is over.
Budget grid
Every cost code with the five columns, change orders linked to the line they cover, and the KPI strip above it.
Code Original Committed Variance 05 12 00 $611,250 $634,800 −$23,550 09 29 00 $287,600 $281,000 +$6,600 Projected profit
Revised contract less build cost, live, per project and across the portfolio.
Revised contract$4,276,615Build cost$3,440,850Projected profit$835,765Inbound invoice queue
Sub invoices arrive at your receiving address, get matched to a vendor and a budget line with a confidence score, and wait for an approver.
Treasure Valley Mechanical · #4482$38,25094%Pending reviewHigh Desert Roofing · #A-1093$21,60061%Needs attentionDispute-pack export
Daily logs, weather, photos and change orders for a date range, in one file, when a claim or a back-charge comes.
Aug 1, 2026 → Sep 3, 2026 · Larkspur MOB
Subs, owners and the field, without a seat fee
The people who are not your employees still need the record. They get the parts of it that are theirs.
Sub portal
Dashboard, My Tasks, Daily Logs, Documents, Bid Requests with a Revisions Needed filter, and a Profile that carries prequalification. Free on every plan.
LHHerrera Electric LLC · 2 projects · 4 tasksPrequal approvedPublic share links
The schedule and the masked estimate, branded with your logo and color, read-only, no login for the reader.
Ridgeline Builders · Larkspur Medical Office Building · as of Sep 3, 2026Telegram photo filing
The super sends a photo from the truck; it lands in the project's documents with the sender and the date on it.
IMG_2291 L2 duct conflict at C-4.jpg Telegram · Hank DelgadoIndexedVoice notes
Record voice note on a daily log; the transcript goes into Work Performed for the super to correct.
0:42 · transcribed into Work PerformedAlerts that need a decision
Critical, warning and info alerts from a daily scan, each with the record it points at. Dismiss it or act on it; both are logged.
WarningHigh Desert Roofing GL insurance expired Aug 12, 2026 and the sub is active on Larkspur MOB roofingActivity log
Every create, update and approval with its source: user, AI-assisted, import, background or system.
Sep 1 11:20 AMMOMarcus Oyelaran approved inbound invoice #4471 (Treasure Valley Mechanical, $38,250)user
A record-query assistant, not an oracle
Bob reads your records with named tools and answers with citations you can click. It drafts; it does not send. It reports; it does not predict.
- Every answer cites the RFI, task, budget line or log it came from.
- Every draft, whether an RFI response or a follow-up email, stops at the Human approval gate.
- Answers come only from your own records. Bob has no knowledge of other tenants and cannot reach the open internet.
- Never predictive. No risk scores, no forecast percentages, no “likely to slip.”
Two projects are behind baseline. Larkspur Medical Office Building is 4 days behind; L2 mechanical rough-in is blocked by the duct/beam conflict at grid C-4 RFI-014 Task · L2 mechanical rough-in. The imaging suite slab pour on Sep 11 depends on RFI-017, which has no response after 9 days RFI-017.
Pick a screen. We will run it on your job.
Thirty minutes, no slides, your own spreadsheet if you bring one.