Subcontractor bids arrive as Excel, PDF and email text, each with its own structure, and the project manager compares them with the CostX estimate by hand. AI breaks the bids down into a table that follows the line items of your CostX or Buildxact estimate and flags the differences, while you make the choice.
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Before signing with a subcontractor, the project manager collects three to five bids for the same work package. One sends an Excel file with its own item numbering, another a PDF from its own Buildxact with prices per square meter when your CostX estimate has cubic meters, a third lists everything in the body of an email with a note "materials not included". The project manager opens the estimate and copies numbers into a comparison table, converts units, looks for what is missing from the bid, and it takes up the evenings. When deadlines are tight, only the total is compared, and the missing items turn up on site as extra work in the Procore budget.
The solution accepts bids in any format from a SharePoint folder or a mailbox and breaks each one into line items: name, quantity, unit, unit price, total, notes. Each item is matched to your estimate, exported from CostX or Buildxact to Excel, and where units differ it is converted under agreed rules and flagged. The result is one Excel table in SharePoint: estimate items in the rows, subcontractors in the columns, price differences from the estimate, missing and additional items, and notes about exclusions, for example materials not included or a different warranty period. The project manager reviews the table, checks doubtful points against the link to the original document and makes the choice personally; the prices of the chosen subcontractor can be written to the Procore project budget. We implement Claude through the Anthropic API or Amazon Bedrock in an EU region, use Azure AI Document Intelligence in an EU region to extract document content, and integrate with CostX, Buildxact and Procore through the API, file export or an email flow, depending on the version. Bids are not used for model training and are not copied out of your environment.
Four steps from input to a record in your system, with human approval wherever there is risk.
The project manager puts the bids into the project folder on SharePoint or forwards the emails to an agreed mailbox, and exports the work package estimate from CostX or Buildxact to Excel. The solution determines which work package and which subcontractor each bid belongs to and links it to the relevant part of the estimate.
Each bid is broken down into line items, and these are matched to the rows of the CostX or Buildxact estimate by name and meaning, not just by number. Units are unified under agreed rules, and notes about exclusions are carried over to the item. Unclear matches are flagged.
In the Excel table in SharePoint you see every estimate item, the subcontractors' prices, the differences from the estimate and the missing items. Every number has a link to the original document and the place in it. The project manager makes the decision and frames the negotiation questions, and the chosen prices can go to the Procore budget.
Bids whose structure does not match the estimate are flagged separately, and the project manager sets the match by hand; the solution remembers this for next time. We monitor the quality of the matching and adjust the rules for new CostX or Buildxact estimate structures or types of work.
Processing of bids in any format, including scanned PDFs, Buildxact exports and email text, with a link to the original beside every line item.
Agreed rules for unit conversion and matching of line items, based on the structure of your CostX or Buildxact estimates, which you can extend without us.
An Excel template in the project folder on SharePoint with price differences from the estimate, missing items, notes on exclusions, and the option to record the decision and transfer prices to Procore.
Training for project managers, support through the first projects and refinement of the matching rules using real bids and your estimate exports.
Claude through the API + document extraction + CostX or Buildxact estimate export + Excel/SharePoint, with the option to transfer prices to Procore. We choose the integration method after checking your versions. Read more about this service and its limits on the service page.
No. It prepares a comparison against your estimate and flags differences, missing items and exclusions, but it does not assess a subcontractor's reliability, schedule or past experience. The choice and the negotiation are made by the project manager, who has the full picture in front of them and not just the total.
Yes. We usually take the estimate from CostX or Buildxact through an Excel or XML export, which the project manager makes personally or which we pick up automatically from a SharePoint folder; if your version has an API, we connect through it. We choose the integration method after a check at the start of implementation. The same works with Procore budgets if you want the chosen prices transferred there.
The solution recognises that one bid item covers several rows of the CostX estimate and flags this in the table instead of splitting the amount at its own discretion. The project manager sees which items are merged and can ask the subcontractor for a breakdown or compare at the package level.
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This service is delivered by specialists with valid international certifications. Their expertise is confirmed by independent organisations, not by us.
AI systems are deployed with protection against data leakage and model abuse.
The AI security programme and its controls are managed following the ISACA methodology.
AI risks are identified and managed like any other IT risk.
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