EmailRolling out

Quote requests out, subcontractor replies in

ROCMEP · UK building services (MEP) contractor · estimating team

Estimators draft subcontractor quote requests with AI, send them from the department mailbox and see every reply and attachment land on the right quote automatically.

Rolling out. Drafting and sending passed ROCMEP's testing; automatic reply capture is being switched on.

Engineer on the phone in a plant room
1 mailboxfor the whole estimating team
AI draftfrom the project's own documents
Shareddepartment mailbox, not personal inboxes
1 timelineper quote, from request to decision
The challenge

ROCMEP's estimators were chasing subcontractor prices from their own inboxes. Replies, revised prices and drawings were scattered across several people's email.

Nobody could see at a glance which subcontractors had been asked, who had replied and what was still outstanding on a tender.

What we built
  • Pick a project and a subcontractor, and AI drafts the quote request. Refine it with a plain instruction such as "make it more formal" or "mention the two-week deadline".
  • Drawings and specifications attach from the project, and a confirmation step stops anything going to the wrong recipient.
  • Requests go from a shared department mailbox through Microsoft 365, not from anyone's personal account.
  • Replies and their attachments are pulled back onto the quote's own timeline, and the quote moves from sent to in review to accepted or rejected.
Inside the system
Draft quote request dialog with an AI refine instruction, message editor and attachments
Drafting a quote request with AI, with attachments and a send confirmation.
Quote request details with status, attachments and an activity timeline of replies
Every reply and document on one timeline for the quote.

Screens recreated with sample data. No customer information is shown.

What changed

Drafting and sending have passed ROCMEP's acceptance testing.

Every request now leaves from one place and every reply has one home, visible to the whole team.

What's next

Switch on live reply capture, then the full quote lifecycle: details, comparison and an audit log.

Built with
  • Microsoft 365 shared mailbox
  • AI email drafting
  • Automatic reply capture
  • Company portal

Want something like this in your business?

Tell us where the time goes. We will show you what we would build, and what it would take.

Book a meeting
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