Connect bid emails, opportunities & project partners
Match an incoming email to the right opportunity, verify saved changes, review its original message in the CRM, and manage project companies and roles.
Use CRM Intake to connect an incoming email to the right opportunity. Its saved result shows what changed. On the opportunity, Bid emails keeps the original messages within reach, and Project partners shows the companies involved.
The recording shows the current interface with clearly labeled training examples. The actions use dedicated training records; no client records are shown or changed.
Open CRM Intake · Open Bid Alerts · Download the walkthrough
Start with the work that needs you
In the Proposal Engine sidebar, open CRM Intake. The queue groups related messages into the same pursuit.
- Needs review puts outstanding decisions in front of you.
- Due soon shows verified bid deadlines within the next 14 days.
- Read failures brings together messages that need to be read again.
- Completed shows emails already dealt with.
- All mail includes the remaining correspondence.
Search by venue, project, or email. Select a queue row to open its details beside the list. On a phone, the details fill the screen; Back to queue returns you to the same row.
Check the evidence before deciding
Read the bid deadline and Next action at the top of the selected email. In Summary & dates, each extracted date appears beside the sender's words and its evidence label. Open Original email to check the full message.
When a pursuit contains multiple emails, use the message selector to read the relevant message. Attachment names are references; open the source email to access the files.
Choose the opportunity and review the dates
Suggestions use the complete opportunity list and distinguish the project as well as the venue. Select Refresh matches when you need the latest CRM records. Select Choose opportunity beside the correct match. If the right opportunity is not listed, open Not one of these? Assign to a different opportunity and search for it.
The confirmation shows the selected opportunity and its current proposal deadline when available. Review Also apply verified bid and RFI deadlines from this email carefully. Leave it unchecked to preserve the CRM's current deadlines.
Confirm & apply adds the email summary and its source link to the opportunity’s timeline and applies the chosen date option. The saved result names the opportunity, shows which proposal or RFI deadlines changed, and reports whether a new alert was posted. Open the opportunity directly from that result.
Repeating the same confirmation preserves the saved result; it does not reapply an older email’s deadline over a later change. Cancel returns to review without applying the choice.
If this is a new project and no existing opportunity fits, choose Draft new opportunity. The draft lands in Unassigned for review before an estimator is assigned. Its source email stays connected. An email already applied or drafted cannot create another draft.
Read the source on the opportunity
Open Bid emails on the opportunity. Each confirmed email shows its summary and review result. Select Read original email to expand the full message without leaving the CRM. Review in CRM Intake opens that exact source email for further review.
Unconfirmed suggestions do not appear as confirmed emails on an opportunity.
Show the companies involved
Open Project partners on the opportunity. One table shows Role, Company (Account), and Notes. The main opportunity account appears as Owner / Team.
- Select Add partner and start typing the existing account name.
- Choose the account, then select Architect, Owner’s Rep, General Contractor, Consultant, Other, or Owner / Team.
- Add optional notes, such as “Lead design” or “Phase 1 only,” and select Add to project.
- Use Edit and Save to change the role or notes. Click the company name to open its account.
This section links existing accounts. Create a genuinely new company through the standard Accounts page first. A company already linked to the project is edited in place rather than added again.
Remove asks you to confirm removal of that project relationship. The company account remains available for other projects. The main Owner / Team account is managed on the opportunity itself.
Review partners found in emails
When a confirmed bid email explicitly names a project company and its role, the assistant checks existing accounts. A clear role statement and a unique, unambiguous account match can add the partner automatically. Source email beside the company lets you inspect the evidence.
Abbreviations, fuzzy matches, and uncertain names remain under Suggested partners. Read the quoted sentence, choose the correct existing account, check the role, then select Apply suggestion. If needed, use Search another account. The saved partner appears in the table and leaves the review list. If the account is already linked with that role, select Use existing partner to confirm the match without adding another relationship.
The assistant does not create company accounts or overwrite a role you have edited. Repeated emails do not create another link for the same company. If an email is reassigned, untouched partners created solely from that source are removed from its previous opportunity; human-managed links are preserved.
Older confirmed emails have been checked for review-only suggestions. Their previously saved deadlines and review decisions remain intact.
Add an email yourself
Open Process an email. Add the subject and sender, then paste the full message into Email message, including the deadline wording. Use Extract & match to prepare it for review in the queue.
Understand an alert outcome
Open Bid Alerts from the shared tabs. Choose the time window, search for the venue, or filter by Announced, Held for review, Not announced, or Tests.
Select an entry to read its outcome and reason. Latest alert opens the latest actual announcement in the loaded time window, excluding tests. Review source email returns to the corresponding intake email.
Reviewing an alert does not resend it. Confirming an email in CRM Intake can run the existing alert checks, but confirmation does not guarantee an announcement. Read the saved result and alert history to see whether it was posted or held.
Try the review flow
- Open Needs review and find a bid by venue.
- Read its Summary & dates, then check Original email.
- Review an opportunity match and the deadline checkbox before applying anything.
- Open the saved opportunity and read its original message under Bid emails.
- Add an existing account under Project partners, choose a role, and save a note.
- Read a suggested partner’s source quote and confirm the matching account.
- Open a Bid Alerts entry, read the reason, and follow Review source email.
Prepare your review
Related: Proposal deadlines · Estimation and proposals