ASAP-AI
Automate Your Accounting & Estimating DepartmentsBuilt in our office, delivered to yours, ready to run.
We tie QuickBooks, Sage or the accounting software you already use together with Procore, and automate them as one combined system.
Find more work and keep more profit. Six pillars, one team, run by a construction estimator who is also a CPA.
Sample: one estimate, three outputs that tie to the dollar
Three steps to an automated office
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Send us your chart of accounts
Export it from QuickBooks, Sage, Xero or whatever you use and email it to asapestimating@gmail.com. Add your cost codes if you have them.
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We build your system in our office
We set up your accounts, cost codes, job budgets, invoice coding and approval rules. Your team keeps working with no disruption.
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You get a fully automated system
We send it back ready to run: invoices read, coded and posted to the right job, with your approval on every payment.
Send your plans. Get a job you can run.
Email the plans and specs to asapestimating@gmail.com. You receive three things that tie to the dollar, ready for the software you already use:
Pick where you want to grow first
Autonomous Accounting System
Transform your accounting system. AI reads every invoice, codes it to the job, checks it, and posts it. Your team just approves, and your key numbers arrive on your smartwatch.
Explore → PILLAR 02Find Jobs Autonomously
Find jobs, bid each one, score them, and learn from every win and loss, around the clock.
Explore → PILLAR 03Find Subs & Labor Autonomously
Pre-qualified subs and crews by trade and county: licensed, insured, and ready to bid.
Explore → PILLAR 04Construction Claims
We build your delay and impact claims with proven methods such as the Eichleay Formula.
Explore → PILLAR 05Insurance Savings
Self-insurance, large-deductible and dividend programs that put workers' comp premium dollars back in your pocket. Free mod rate review.
Explore → PILLAR 06Money-Leak Scorecard
Answer 10 questions and see how much your company may be leaking, multiplied by your annual volume.
Explore →Michael J. Otis, CPA
Construction estimator, former construction CFO and Controller, licensed builder in Florida, Massachusetts and Rhode Island
Michael has estimated Marriott brand hotels, high-rise apartments, national retail chains and custom homes. That is why the estimate, the budget and the books tie to the dollar:
- Estimating: prepared two estimates on one project, one to build it and one that saved the owner $500,000 in first-year taxes.
- Accounting: designed and built the autonomous accounting system on this site, from years of month-end closes, job costing and AIA billing.
- Contracts and claims: reviewed 1,000+ AIA owner and subcontractor agreements, and prepared Eichleay Formula calculations for owner-caused delay claims.
- Insurance: ran a self-insured workers' comp program that saved $500,000+ a year in premiums, and cut another company's insurance costs by $115,000+.
- Financing: set up a bonding program to bid jobs over $60M, and prepared pro formas and financing packages for projects up to $125M.
Published in the Journal of Accountancy (AICPA) to help builders.
One job. No disruption.
- Send us one jobEmail the plans. We estimate it.
- We set it upBudget, schedule and subcontracts from the estimate.
- The system runsInvoices read and coded; your PM approves from a phone.
- You keep your softwareA monthly recap goes into QuickBooks or whatever you use.
Autonomous Accounting System
Designed to combine QuickBooks and Procore with autonomous bookkeeping and job costing for contractors, all built from your estimate.
What the bot does, three times a day
- Invoices come inSubs and suppliers email them to one address, or you drop in a PDF or phone scan.
- AI reads and codes themVendor, amount, job, cost code and cost type, plus retainage on sub pay apps.
- It checks for problemsDuplicates, PO and subcontract balance, budget, expired insurance, W-9s and lien waivers.
- Your PM approvesApprove, reject or hold, from a phone.
- It posts everywhere at onceJob cost, AP, the General Ledger and subcontract balances.
Everything a contractor's books need
- Estimate turned into the job budget automatically
- Job cost: budget vs. committed vs. actual by cost code
- Change orders, subcontracts, retainage and lien waivers
- AIA-style G702/G703 owner billing and AR aging
- Payroll from your payroll company split to jobs
- WIP schedule, over/under billing and backlog
- One-click month-end close with full financial statements
- Dashboard of cash, AR, AP and every job at a glance
- Up to 500 jobs today; unlimited on the database version
You control the money
The bot never pays anyone. You approve every payment. On a one-job start we don't need your bank information at all.
Keep your current software
A monthly recap journal entry goes into QuickBooks, Sage, Xero or whatever you use, or replace them entirely.
Every action on record
An audit log of who approved what, and a backup saved before every run.
Your numbers on your wrist
The bot calculates your key numbers at every run and sends each decision maker the few that matter to their role, on their phone and smartwatch. No one builds a report.
Owner
Every morning
- Cash and days of cash on hand
- Jobs on schedule
- Cost items over budget
- Profit fade: jobs whose projected margin dropped
- Under-billing and unbilled change orders
Project manager
As it happens
- Tasks behind schedule
- Cost items spending faster than the work is getting done
- Invoices waiting for approval
- Change orders not yet priced
- Subs with insurance about to lapse
Estimator
Every morning
- Bids due this week
- New projects worth bidding
- Addenda received
Alerts only fire when something crosses a line you set, such as cash below $250,000, a cost item over budget or a task more than five days late, so the watch buzzes when it matters.
Start with one job
No disruption, no bank access, and you keep your accounting system.
Find Jobs Autonomously
Find jobs, bid each one, score them, and learn from them. The ASAP-AI Autonomous Estimator keeps looking and keeps estimating, around the clock.
The loop it runs on its own
- FindPublic agency portals, the plan rooms you subscribe to, and GC invitations to bid.
- ScoreEach project rated against your trades, distance, size, bonding and bid date. Poor fits are skipped.
- Read and take offAI reads the plans and specs and measures quantities, each tied to its sheet.
- Price and quoteYour own unit costs first; scope packages sent to subs you approve; quotes leveled.
- You review and submitEvery price and every bid is yours to approve.
- LearnWins, losses and real job costs sharpen the next estimate.
Example: how it scores projects
Illustration only. You set the rules.
| Project | Size | Score | Decision |
|---|---|---|---|
| Office build-out, Sarasota | $1.4M | 86 | Bid |
| Retail fit-out, Lakewood Ranch | $650K | 91 | Bid |
| School roof replacement, Tampa | $3.2M | 48 | Skip: bond limit |
| Hospital wing, Orlando | $48M | 22 | Skip: too large |
- Bid more projects without hiring another estimator
- Estimates in hours instead of days
- Never miss a bid date or an addendum
- Won bids flow straight into the accounting system
Be one of our first pilot clients
Tell us your trades and territory and we'll set up the Estimator for you.
Find Subs & Labor Autonomously
A bench of pre-qualified subs and crews by trade and county, so you can staff every job and get competitive bids without scrambling.
Find
We source subcontractors, specialty trades and labor crews for your trades and counties, and keep the list growing.
Pre-qualify
- License verified
- General liability and workers' comp certificates on file
- W-9 and 1099 status
- Safety record and references
- Capacity and bonding
Keep them compliant
Insurance and license expirations are tracked, and payments are held automatically when coverage lapses, through the Accounting System.
How it works
- Tell us what you needTrade, county, start date and crew size.
- We send a short listPre-qualified subs or crews with their paperwork.
- Bids collected and leveledSide by side against your budget.
- Award and onboardSubcontract, insurance and W-9 collected before work starts.
Construction Claims
When an owner delays your project, your office overhead keeps running. We build your claim with proven, accepted formulas such as the Eichleay Formula, backed by your own books.
Unabsorbed home-office overhead
The Eichleay Formula: the share of office overhead your delayed job should have carried, for each day it stood still.
Lost productivity
Measured-mile comparisons of impacted vs. unimpacted work, and other accepted methods.
Time and extended costs
Time-impact analysis of the schedule, plus extended field overhead, equipment and escalation.
Eichleay Formula calculator
EXAMPLE FIGURES · ENTER YOURS2. Daily overhead = Overhead allocable ÷ Days of performance
3. Claim = Daily overhead × Days of delay
- Share of company billings
- Overhead allocable to contract
- $300,000
- Daily overhead rate
- $1,000
- Claim for delay days
- $60,000
Eichleay is most often used on federal contracts and generally requires an owner-caused suspension, standby, and that you couldn't take on replacement work. We confirm the method fits your contract and back every number with your records.
What we need from you
- Contract, change orders and notices of delay
- Baseline and as-built schedules
- Job cost and billing history
- Company income statements for the period
- Daily reports, RFIs and correspondence
What you get
- A claim narrative tied to the schedule
- Calculations with every source document referenced
- Support for negotiation, mediation or litigation with your attorney
Insurance Savings
Pay your own smaller workers' comp claims instead of paying a carrier to. Self-insurance, large-deductible and dividend programs all reward a good safety program by keeping premium dollars in your pocket.
How keeping the first layer works
- You keep the first layerYou pay claims yourself up to a set amount per claim, for example $250,000 to $500,000, instead of paying premium for that layer.
- Collateral backs itA bond, letter of credit or deposit guarantees claims get paid.
- Insurance sits on topLarge claims above your layer go to an excess or primary carrier.
- Safety pays youFewer injuries means fewer claims. After the fixed costs (carrier premium for the top layer, claims administration, state assessments and collateral fees), the savings stay with the company.
Which program fits your company
- Individual self-insurance: approved by the Florida Division of Workers' Compensation for larger, financially strong companies, generally with audited financial statements and a high minimum net worth.
- Large-deductible policy: the closest option for most contractors. A carrier issues the policy and you pay claims up to the deductible for a much lower premium.
- Group self-insurance fund: companies in the same industry pool their risk, and safe members can earn dividends.
- Dividend or retrospective-rated policy: a regular policy whose final cost goes down when your losses are low.
Every option rewards a real safety program, with training, inspections and quick return-to-work. Requirements change, so we confirm current rules before recommending one.
Mod rate review
UPLOAD YOUR NCCI WORKSHEET OR ENTER ITS FIGURESThen enter these figures from the worksheet to see your mod and what it costs you. Example figures shown.
- Expected losses (E)
- $120,000
- Premium at a 1.00 mod
- $250,000
- Premium at your mod
- $269,355
- Extra cost per year
- $19,355
- Each $1,000 of primary losses adds
- $1,613 / yr
A mod above 1.00 means you pay more than an average company in your class. Primary losses, the smaller and more frequent claims, move the mod most, and each loss year usually counts in three annual mods. That is why a safety program and quick return-to-work pay off.
This page reviews your figures in your browser only.
How much money is your company leaking?
Answer 10 quick questions. We'll estimate the percentage of revenue slipping through the cracks and multiply it by your annual volume.
Money-Leak Scorecard
SAMPLE ANSWERS SHOWN · CHANGE ANY OF THEMYour biggest leaks
An estimate based on common industry rules of thumb, not an audit of your books. Your real numbers may be higher or lower; we can measure them for you.
Send us your plans
Email us your plans and specs. We reply with a fixed price and delivery date.
asapestimating@gmail.com
PDF plans and specs, or a Dropbox, Google Drive, OneDrive or plan-room link. Put the project name in the subject line. Want the budget mapped to your books? Attach your chart of accounts export too.
What happens next
- You email the plansTo asapestimating@gmail.com, with the project name in the subject line.
- We send you a priceA fixed price and delivery date for your project.
- You approveNothing starts until you say yes.
- You receive itFiles ready for your software, plus a 30-minute walkthrough call.
Helpful to include in your email
- Plans and specs, or a link to them
- Bid due date or when you need it
- Trades to include or exclude
- Your chart of accounts export, if you want the budget mapped to your books
This is what you receive
One estimate becomes three outputs that tie to the dollar. Keep running QuickBooks, Procore or whatever you use today. We hand you files that load into them.
Your estimate
Every line organized by CSI MasterFormat cost code, from the plans and specs you send.
- Quantities tied to the plan sheet they came from
- Labor, material, equipment and subcontract split
- Sales tax, overhead, profit, contingency and bonds shown separately
- Alternates, allowances, exclusions and clarifications listed
| Div | Description | Amount ($) |
|---|---|---|
| 01 | General requirements | 148,200 |
| 03 | Concrete | 286,450 |
| 05 | Metals | 97,300 |
| 06 | Wood and plastics | 64,900 |
| 09 | Finishes | 211,780 |
| 22 | Plumbing | 132,600 |
| 26 | Electrical | 174,350 |
| Cost subtotal | 1,115,580 | |
| Overhead and profit, 12% | 133,870 | |
| Contract amount | 1,249,450 |
Your construction schedule
Every estimate division becomes a task, with durations based on the dollars in the estimate and realistic crew output.
- Tasks in build order, with what must finish first
- Change the start date and the whole schedule moves
- Ready for owner meetings, lenders and your subs
Your budget, mapped to your chart of accounts
Each estimate line is matched to an account in your own books, then rolled up to one budget line per account.
- Uses your account numbers, not ours
- Import file for your QuickBooks job budget
- A check that the budget ties back to the estimate
- Job cost by cost code from day one
| Estimate line | Your account | Budget ($) |
|---|---|---|
| 01 50 00 Temporary facilities | 5000 General conditions | 41,800 |
| 03 30 00 Cast-in-place concrete | 5020 Concrete | 286,450 |
| 09 21 16 Gypsum board | 5090 Finishes | 118,400 |
| 26 00 00 Electrical | 5260 Subcontract: electrical | 174,350 |
| Ties to estimate | Yes | |
Everything else the job needs
G702 / G703
Your first pay application with the schedule of values filled in.
Budget and cost codes
Budget and cost-code files ready for Procore's import.
Cash-flow and draw schedule
Monthly spending and billing from the schedule and budget, for you and your lender.
Bid packages and leveling
Scope sheets by trade and sub bids compared side by side.
Proposal and contract draft
A client proposal and draft agreement from the same schedule of values.
Subcontract values
A schedule of values for each subcontract, ready for their pay apps.
Change order pricing
Changes priced from the same unit costs, so they get billed.
Cost-to-complete review
Each month, actual cost against budget and a fresh forecast for every job.
Keep your software
Files load into QuickBooks, Procore, Excel or what you use now. Nothing to install.
No logins needed
We never ask for your bank, accounting or Procore passwords.
Ties to the dollar
Estimate, schedule of values and budget all total the same contract amount.
Ready for your next job?
Email the plans to asapestimating@gmail.com and get a fixed price and delivery date.
Thank you. We have your project details.
If you haven't yet, email the plans to asapestimating@gmail.com. We'll reply with a fixed price and delivery date. Questions in the meantime: 508-250-2363 or asapestimating@gmail.com.
Take your company to the next level
Start with one job, one claim, one mod rate review or one scorecard conversation.
ASAP Estimating
- Location
- Lakewood Ranch, FL
- Phone
- 508-250-2363
- asapestimating@gmail.com
- Website
- asapAI-FL.com
What to send us
- Job-Ready Package: email your plans and specs to asapestimating@gmail.com (details)
- Accounting: your accounting software and one upcoming job
- Find Jobs: your trades, counties and job size range
- Claims: contract, schedules and delay notices
- Insurance: your NCCI experience rating worksheet
- Scorecard: your result, and we'll walk through it with you