Smarter Week

How to automate it

How to automate “price estimates and compare supplier and sub quotes”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

90 min
typically, a few times a week
40%
of the time can be automated
Some setup
to set up

Fix 1 of 2

AIBest fix

Have AI line up supplier and sub quotes side by side

Upload the quotes and AI builds a comparison table showing what each one includes, leaves out and costs. You catch scope gaps faster.

Typically saves about 40% of the time5 min to set up
  1. 1Collect the quotes as PDFs or emails.
  2. 2Upload them to an approved AI assistant with the prompt below.
  3. 3Check every price against the original quote.
  4. 4Paste the table into your estimate or bid leveling sheet.
Prompt to copy
Compare the attached quotes for [SCOPE OF WORK]. Make a table with one column per bidder and rows for: total price, each line item, what is included, what is excluded, lead times, validity date and any conditions. Flag scope gaps and items only some bidders included. Copy prices exactly; leave a cell blank if it is not stated.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Excel or Google Sheets

Fix 2 of 2

Process fix

Keep one up-to-date cost and scope library

Saved assemblies, unit prices and standard exclusions mean every estimate starts 70 percent done instead of from a blank sheet.

Typically saves about 30% of the time4 h to set up
  1. 1Pick your 20 most common items or assemblies.
  2. 2Record current material, labour and markup for each in your estimating tool or one shared sheet.
  3. 3Write standard scope and exclusion wording once.
  4. 4Update prices on a set day each month or quarter.

Tools: Your estimating software · Excel or Google Sheets

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Estimator

HourLeak · the 8-minute work audit

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Other common tasks for Estimators