How Harmon Building Group Cut Estimating Time by 80%
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Harmon Building Group.webp){kind=icon}
Nashville, TNThe Challenge
Operations Were the Bottleneck to Growth
Harmon Building Group was doing $8M a year in residential construction and had the reputation to grow significantly larger. But every time they tried to take on more projects, operations broke down. The estimating process alone was eating 2–3 weeks per project and pulling their best people into spreadsheets instead of the field.
Estimating took 2–3 weeks per project — manually emailing subs, waiting on responses, compiling bids by hand
Project managers spending nights and weekends on admin work instead of managing jobs
Inconsistent sub communication led to missing bids and incomplete scope coverage
No standardized process — every project ran differently depending on who was managing it
Scaling was impossible without adding headcount to handle the operational load
The Solution
An AI Operations Agent That Runs the Back Office
We deployed a custom AI bidding and operations agent that took over the entire estimating workflow — from sending RFQs to compiling the final master bid sheet. Their project managers now focus on managing projects, not chasing spreadsheets.
AI Bidding Agent
Automatically sends RFQs to the right subcontractors for each trade, attaches the relevant plan sheets, and tracks who has responded and who hasn't.
Sub Communication Automation
The agent handles follow-ups, answers basic scope questions, and sends reminders — so project managers aren't playing phone tag with 20 different subs.
Master Bid Sheet Compilation
When bids come in, the agent organizes them into a master sheet by trade, flags missing coverage, and highlights the lowest qualified bid for each scope.
Standardized Project Intake
Every project now runs through the same intake process — scope defined, subs selected, RFQs out the door within 24 hours of receiving plans.
The Results
Scale Without the Headcount.
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"We were turning down projects because we didn't have bandwidth to estimate them fast enough. Now we can bid 3 times as many jobs with the same team. The AI handles all the sub communication — we just review the master sheet and make decisions."