Bid invitations buried in email
Invitations arrive from three plan rooms and a dozen general contractors. Some get a bid, some get missed, and nobody can say which were followed up.
For commercial contractors
The systems a commercial contractor runs on, built around the software you already use.
Backed Systems sets up the pieces a contractor runs on: a CRM for bids and jobs, the automations that chase documents and follow up on bids, AI assistants that sort, draft and summarise the repetitive work, a dashboard for the office, and connections to the estimating, project management and accounting software you already use. A person on your team approves anything that reaches a customer.
General contractors, specialty subcontractors and design-build firms. We scope the build to how your company runs, on a call.
Where the hours go
Four things that eat an office’s week
These are examples, not your numbers.
RFIs and change orders in threads
A question from the field becomes an email chain with the architect, the owner and two subs. The answer is in there somewhere, with the date it was approved.
Subcontractor paperwork chased by phone
Insurance certificates, lien waivers and signed contracts come in late. Someone spends the morning calling to get them before a pay application can go out.
The update typed at 6pm
The owner’s rep wants to know where the job stands. The project manager writes it up from memory at the end of the day, every day.
How it works
Look. Build. Hand over.
We start from how your company runs today, not from a template.
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01 · look
A call about your company
We learn which software you use, how bids, paperwork and updates are handled today, and where the hours go.
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02 · build
We set it up
The pieces you choose go in around your current tools. A person on your team approves anything that reaches a customer or a subcontractor.
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03 · hand over
Your team runs it
You get a dashboard your office works from every day, and we stay on to support it.
What we build
The pieces, scoped to your company
Your build lists exactly which of these you get. Each goes in around the software you already use.
- Your own CRM Every bid invitation, estimate, job and general contractor relationship in one place, with stages that match how your company wins work.
- Document and follow-up automations Bid follow-ups, insurance certificate and lien waiver reminders, and pay application reminders, sent on the schedule you set, in wording you approve.
- Assistants that each do one job Sort the inbox overnight so the office starts on the urgent ones, draft RFI and change order responses for a person to approve, and summarise a job’s thread before a meeting. None of them answers your phone.
- Project dashboard One page for the office: open bids and their due dates, outstanding documents by subcontractor, change orders waiting on approval, across every job.
- Connections to the tools you already use Your estimating, project management and accounting software, so nobody types the same thing twice. Exactly what we can read and write is confirmed in writing before anything goes in.
- Your accounts, your data You own your data and your accounts. We’re added as a user and never ask for passwords.
Field and office. Anything that reaches a superintendent or a subcontractor is kept short and sent at times you set. The rules for what goes out automatically and what waits for the office are yours.
Tool names are named as examples only and belong to their owners; we’re not partnered with or endorsed by them.
Work we have shipped
Built, running, and checkable
- BookedMore The vacation rental management company we run operates on systems we built: an owner portal, monthly owner reports, management-fee invoices calculated from each property’s rate, guest-message drafts, a maintenance tracker and one dashboard for the team.
- Clover & Crumb For this local bakery we moved the website to faster hosting, added a full menu and pricing section with product photos, and made the Facebook follow button easy to find for older customers.
- Job search assistant A tool we built that finds new openings every morning, ranks them, drafts a tailored resume and cover letter for each, and emails a daily shortlist.
Questions
Questions contractors ask
Do I have to switch estimating or project management software?
No. We work around the tools you already use. The call is where we confirm what connects and what does not.
Will customers or subs get messages I have not seen?
A person on your team approves the wording of anything that reaches a customer or a subcontractor. Where routine reminders are set to go out on their own, that is a rule you choose, and anything unusual goes to your team first.
What does it cost?
Builds are priced per company in writing, after the call, because the scope depends on your team and tools. We say the range on the call.
Can I see it first?
Yes. Open the live demo, or book a call and we will walk through it with your use case.
See how it would run for your company
A short call about how your office handles bids, paperwork and updates today. No obligation, nothing to sign.