Smarter Week

How to automate it

How to automate “read through specs and bid documents for what applies to us”

Here is the best way 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, once a week
50%
of the time can be automated
Easy
to set up

Fix 1 of 1

AI

Have AI pull out the parts of the spec that apply to your trade

Upload the spec book or bid documents and ask for every section, requirement and risk that touches your scope. You read the 20 pages that matter instead of 400.

Typically saves about 45% of the time5 min to set up
  1. 1Download the spec and bid documents.
  2. 2Upload them to an approved AI assistant that handles long files.
  3. 3Use the prompt below, then open the cited sections to confirm.
  4. 4Turn the findings into your clarifications and exclusions list.
Prompt to copy
We are a [TRADE] contractor bidding [PROJECT]. From the attached documents, list every requirement that affects our scope: materials and approved brands, testing, warranties, submittals, schedule dates, insurance and bonding, liquidated damages and anything unusual. Give the section and page for each. Then list questions we should raise as RFIs before bid day.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

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

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Estimators