Project and bid system
Budget templates, quote comparison by trade, contracts, change orders and payments for every job, in one web app.
Clients · Construction · General contractor
An AI assistant and project system for a luxury builder in Miami.
A general contractor building luxury homes and office fit-outs needed one place for budgets, quotes, crew hours and client payments. We built a project system and an AI assistant the team talks to by voice or chat.
- Industry
- Construction, general contractor
- Location
- Miami, Florida
- Engagement
- Monthly partnership
- Started
- May 2026
- Tools
WhatsApp
Gmail
QuickBooks
Excel
Claude
BeforeVoice notes and photos from the siteWhatsAppSupplier quotes and invoicesEmailBudgets in spreadsheetsExcel
Voice notes and photos from the siteWhatsAppSupplier quotes and invoicesEmailBudgets in spreadsheetsExcel
Built by Alma IntelCustom app + AI assistant- Project and bid system
- AI quote reader
- Operations assistant
- Subcontractor finder
NowBudget vs actual for every jobProject appAn open-book link for each clientClient portalCard spending checked against the booksQuickBooks
Card spending checked against the booksQuickBooksThe situation
Where they started.
Budgets lived in spreadsheets, quotes arrived as PDFs and photos, and crew hours came in as texts at the end of the day. Clients paying on an open-book basis kept asking where their money was going, and the answer took hours to put together.
Finding reliable subcontractors meant days of phone calls, and the owner did not want another tool his team would refuse to open.
What we built
The pieces.
AI quote reader
Reads a quote from a text, a photo or a PDF and maps it line by line to the budget, so nobody retypes it.
Operations assistant
The team logs hours, costs and notes by voice or chat. Nothing is saved until a person confirms it.
Subcontractor finder
Uses live county permit data to show which licensed subcontractors are working nearby, and drafts the first message.
A normal day
How it works now.
- A foreman sends a voice note with the crew’s hours and the job number.
- The assistant matches people, job and cost code, and asks for a quick yes.
- The job budget updates. If a line runs over, the project manager gets an alert.
- The client opens their link and sees the same numbers the builder sees.
In numbers
What it handles.
52actions the assistant can take on a job
4people on the team using it
0records saved without a person’s OK
Figures from the live systems, October 2026. Client name withheld.
What’s next
Where it goes from here.
Two-way payments with QuickBooks and permit search in more counties.