Bid Invites to the Right Subs

The challenge

A contractor's subs live in two places: the project-management system and the estimator's Outlook, with many of the same people in both. Getting a bid invite to the right subs means knowing, for every job and every trade, who is in the book and who has already been asked.

What we built

We synced the vendors and jobs from the contractor's project-management system and the team's Outlook contacts into one sub book, read-only toward both: nothing is written back to either system. The same person found in both is merged, not doubled. The team starts from a job in their project system: its budget becomes the scope, the scope splits into trade packages, and each package pre-ticks the subs in that trade and region, so the team only unticks exceptions. Invitations go out from the company's own Microsoft 365 mailbox with its signature, paced by a gap the team sets and sent in the background, so the tab can close. A Check inbox button counts replies and bounces from reply headers only, never message content.

• One sub book from their project system and Outlook, read-only toward both
• The same person in both systems merged, not doubled
• Scope from a job's budget, split into trade packages
• Trade buckets plus a region filter; untick anyone before sending
• Invites from the company's own Microsoft 365 mailbox, with its signature
• Paced in the background, with pause and resume
• Nobody gets the same invite twice; opt-outs re-checked at send
• Postal address and an Unsubscribe link on every invite
• Replies and bounces counted from reply headers, never message content
• No open-tracking pixels