Heavy civil estimating & AI-assisted takeoff.
BidSync AI keeps PDF plan takeoff, your crew and equipment rate libraries, subcontractor quotes, field time cards and job costing in one web app, for site civil, earthwork and underground utility contractors.
AI-assisted takeoff
Draft quantities from PDF plan sheets, for review
2D takeoff + 3D view
Measure plans; view the geometry in 3D
Linked production math
Units/day, duration and man-hours stay in sync
Job costing
Budget vs. actual from field time cards
Cost Breakdown — CBS
SAMPLE DATAGrading Complete
2 RFIs open
Modules
The modules share one company database: awarding a bid creates the project and seeds its budget from the estimate, and field time cards show up in job cost.
Estimating & Bidding
A hierarchical cost breakdown (CBS) grid for each bid. Production fields are linked: change units per day, units per hour, hours per unit, duration or man-hours and the others are recalculated from the item quantity.
- Hierarchical cost breakdown structure (CBS) grid
- Linked production fields: units/day, units/hour, duration, man-hours
- Master bid items plus material, labor, equipment and crew libraries
On-Screen & AI-Assisted Takeoff
Measure PDF plan sheets on screen after calibrating the scale. An AI plan scan returns draft quantities for each sheet, with a confidence score and the page they came from, for an estimator to review. Takeoff geometry can be opened in a 3D studio.
- Line, area and count measurement with scale calibration
- AI plan scan: draft quantities with confidence and page reference (requires a configured AI provider)
- 3D studio: takeoff geometry, plan sheets and terrain, with a walkthrough camera
Project Management
RFIs, submittals, change orders, daily logs, schedules and pay applications, stored per project. Awarding a bid creates the project and seeds its budget from the estimate.
- RFI and submittal logs, with AI drafts from spec text
- Gantt schedule with critical-path calculation
- Change order wizard with overhead and profit markups
Field Operations
Crews enter time cards, T&M tickets and daily logs from a phone browser. Time cards feed job cost by cost code.
- Time cards, T&M tickets and daily logs
- Voice entry through the browser’s speech recognition (supported browsers only)
- Opt-in crew location sharing to a project map while the page is open
Fleet Management
Equipment records with status, ownership and dispatch requests. Status is what your team records in the app; there is no telematics integration.
- Equipment counts by status: on site, in transit, down for maintenance, ready
- Dispatch requests and equipment assignments
- Owned vs. rented/leased equipment tracking
Safety & Compliance
Incident records with OSHA 300, 300A and 301 views, JHAs, pre-task plans, toolbox talks, safety audits and a training matrix.
- Incident records with OSHA 300 / 300A / 301 views
- JHA and pre-task plan builders
- Library of 52 toolbox talks
Accounting & Job Costing
A double-entry general ledger, job costing by cost code, bank reconciliation and financial statements. There is no QuickBooks or Sage 300 sync today.
- Double-entry general ledger with posting validation
- Job costing: budget vs. committed vs. actual, actuals from time cards
- Bank reconciliation; P&L, balance sheet and cash-flow statements
Trade Connect
Subcontractor records, bid invitations, and a side-by-side comparison of the quotes subs submit for a scope.
- Bid invitations to subcontractors and vendors
- Quote leveling matrix; an AI pass lists possible scope gaps and exclusions for review
- Prequalification records and compliance documents
Lead Connect
A lead and opportunity pipeline. Bid-invitation emails can be pulled from a connected mailbox over IMAP, or leads imported from CSV.
- Opportunity pipeline board
- Bid-invitation email ingestion over IMAP
- CSV lead import
From pursuit to closeout
Each stage works from the records the previous stage created.
Pursue & Bid
Bid invitations come in from a connected mailbox or a CSV. Build a production-based estimate from your own libraries.
Win & Plan
Awarding a bid creates the project and seeds its budget from the estimate. RFIs, submittals and change orders are tracked per project.
Build & Track
Crews enter time cards, T&M tickets and daily logs from a phone. Job cost compares those actuals with the budget by cost code.
Bill & Close
Build G702/G703-format pay applications with retainage, post to the general ledger, and reconcile the bank account.
Guides for estimators, PMs & owners
Practical writing on takeoff, job costing, safety compliance, and the connected field.
AI Takeoff in Heavy Civil: From PDF Plan Sheets to Draft Quantities
What an AI plan scan does with a plan set — and why its output is a draft that a human estimator still has to check.
5 Ways Job Costing Keeps Your Margins From Disappearing
Actuals, commitments, and estimate side by side — the daily discipline that catches a losing job before it finishes losing.
Building a Bid-No-Bid Framework That Actually Saves Money
Not every pursuit is a good pursuit. Here’s how to score opportunities and walk away with your estimating hours intact.
Common questions
Accuracy, your own rates, security, and getting a team running.
How accurate is the AI plan parsing and quantity takeoff engine?
BidSync AI does not publish an accuracy figure, and its plan scan is not meant to be used unchecked. It needs a configured AI provider, and it returns draft quantities: each item carries a 0–100 confidence score and the sheet and page it came from, and items whose quantity also appears in the sheet’s text layer are marked as grounded. An estimator reviews and edits the items before they reach the estimate.
Can we load our company's own equipment rates, crew assemblies and burdened labor costs?
Yes. The Excel import loads materials, labor, equipment, crews, material assemblies, account codes and master bid items from a workbook, and cost breakdown rows can be imported from CSV or Excel. Estimates are priced from those libraries and your own production rates.
How long does it take to onboard a preconstruction team?
There is nothing to install — it runs in the browser, and can be installed as an app on desktop and mobile. Access is invite-only: we create your company account, and the main setup work is importing your rate libraries.
Is our proprietary bidding data and rate sheet information secure?
Every record is scoped to your company on the server, so another company’s account cannot read it. Access is role-based, sign-in supports TOTP two-factor codes, and security events go to an append-only audit log. Stored integration credentials and API keys are encrypted with AES-256-GCM. BidSync AI does not train models on your data; AI features send the relevant document content to the configured AI provider, and you can supply your own provider key so those calls run under your account.
How does BidSync AI handle subcontractor bid comparisons and scope gaps?
The quotes submitted for a scope are laid side by side in a leveling matrix with their exclusions. With an AI provider configured, an AI pass lists possible scope gaps, items individual bidders left out and a consolidated list of exclusions — suggestions for the estimator to check — and a button opens an email to the bidder in your mail client, pre-filled with the items that appear to be missing.
Can we export estimates and bid packages to Excel or accounting software?
Estimates export to Excel workbooks and CSV, and proposals can be downloaded as HTML or Word documents with your company logo. There is no QuickBooks or Sage 300 sync today; moving data into accounting software is done through those exports.
Request access
BidSync AI is invite-only. Contact us and we'll set up your company account.