Your next bid letter, written from the facts of the job.
Forty-eight templates built by people who have run crews. You fill in the client, the scope, the number, and what's excluded. Your AI writes the document in the order a homeowner reads it. About four minutes, start to send.
Runs on ChatGPT · Claude · Gemini · whichever AI is already on your phone in the truck
$10 each seat after
If you typed one of these into Google from the truck, this is the page.
- how to write a bid proposal for a roofing jobProject Proposal / Bid Letter
- how to follow up on an estimate without being pushyEstimate Follow-Up Nurture Sequence
- how to respond to a bad Google review as a contractorNegative Review Response
- how to explain a change order to a clientChange Order Explanation
- final bill higher than the estimate, what do I sayFinal Bill Higher Than the Estimate
- lien waiver request letter to a subLien Waiver Request
- how to tell customers my rates are going upRate Increase Notice to Customers
- toolbox talk for this week's hazardWeekly Toolbox Talk Safety Briefing
- job posting for a skilled electricianTrade Worker Job Posting
Nine of forty-eight. Bids, billing, subs, clients, crew, safety, and reputation, front office to job site.
What you type in from the job site. What lands in the client's inbox.
Built the way you would build them: real job facts in the blanks, run once, not cleaned up after. The company and the homeowner are invented. The bid, the follow-up, and the reply are not.
A re-roof bid a homeowner can sign
Scope of Work
- Remove all existing three-tab shingles down to the deck.
- Inspect decking; replace up to 3 sheets of damaged plywood or OSB.
- Install GAF WeatherWatch ice-and-water shield along eaves and in all roof valleys.
- Perform a magnet sweep of the yard and driveway to remove stray metal fasteners.
Investment & Payment
| Full tear-off & deck prep (incl. up to 3 sheets decking repair) | $4,200 |
| Ice-and-water shield (GAF WeatherWatch) | $950 |
| Synthetic underlayment (GAF Deck-Armor) | $800 |
| Drip edge material & labor | $500 |
| GAF Timberline HDZ architectural shingles (Charcoal) | $5,300 |
| Cobra ridge vent system | $600 |
| New chimney flashing fabrication & install | $350 |
| Haul-away, disposal, and magnet sweep | $650 |
| Total Bid Price | $14,850 |
Deposit (30%): $4,455 due at signing. Balance: $10,395 payable on completion and client acceptance.
Exclusions
The following items are not included in this bid:
- Repair of hidden damage discovered behind interior walls, ceilings, or under floor joists.
- Structural repairs not directly related to roof decking (e.g., replacement of rafters, trusses).
Should any such conditions be uncovered during the tear-off, we will provide a written change order before proceeding.
Plus the opening letter, the materials table, the day-by-day timeline with its start trigger, the warranty, license and insurance, and a signature block with the 30-day expiration. Nine sections, in the order a homeowner reads them.
The follow-up sequence for an $8,400 estimate that went quiet
Sequence Map
| Send-Day | Channel | Core Goal |
|---|---|---|
| Day 4 (today) | Value recap, reinforce warranty, licensed crew, no subs | |
| Day 9 | Text + follow-up call (if no reply) | Pre-empt price & timing objections |
| Day 14 | Timeline nudge, slot & material pricing risk | |
| Day 19 | Phone call (voicemail if needed) | Final "last-call" check-in on the $8,400 quote |
Stop immediately once The Hendersons reply or schedule a job.
Touch Two, Objection Pre-empt
Hi Hendersons,
I know you're comparing bids. Our price reflects the premium materials, a 10-year warranty, and a dedicated crew, no hidden mark-ups that show up later. Also, starting now locks in today's material costs and secures our crew's schedule before spring slows things down. Waiting could mean higher prices or delayed slots.
Price is higher than a competitor
"I get that our number looks bigger, but we use top-grade shingles and a full-warranty crew. Some lower bids cut corners or pass subcontractor costs onto you later, what you see with us is what you pay for the life of the roof."
Plus the emails for touches one, three and four, the full objection bank, channel and timing rules, and a day-24 break-up message that keeps the quote open another 30 days.
A two-star Google review, answered for the next hundred people who read it
The Public Reply
Thank you for sharing your experience. We missed our promised finish date and didn't keep you updated, communication fell short on our end, and I'm sorry for that. Our delivery was delayed, and after the first morning call we failed to follow up; the crew also left nails in the far side of your driveway. We'd like to make it right with a complimentary return visit to clean up the driveway and complete any outstanding work at no charge. Your feedback helps us improve, and I appreciate the chance to fix this for you.Marcus, Owner, Ridgeline Roofing
What NOT to Say
- "We were on schedule; the delay was caused by your HOA." Shifts blame; looks defensive and erodes trust.
- "Our contract states we're not responsible for driveway cleanup." Legal-speak alienates readers; appears to dodge responsibility.
- "We've never had a problem like this before." Dismisses the reviewer's experience and suggests they're an outlier or lying.
Plus the read on what kind of review it is, a 60-word short version, the offline follow-through with the call script, and the pattern check that names the operational fix.
Three steps. Tailgate to sent.
Pick the document
Bid letter, change order, review reply, lien waiver for a sub, Monday's toolbox talk. Search it the way you'd say it to your office manager.
Fill in the job
Seven to fourteen blanks: the homeowner, the scope, the number, the deposit, what's excluded. Chips for the common answers, your own words for the rest. Two thumbs on a phone works.
Send it to your AI
Ultra Prompt builds the prompt and hands it to ChatGPT, Claude, or Gemini. The bid comes back in the order a homeowner reads it: scope, price, exclusions, warranty, signature line.
Templates draft the document. You can teach an AI agent your desk.
The same facts you type into a template can live inside an AI agent that knows your company, your rates, your exclusions, and your tone, so the next bid, the next follow-up, and the next review reply start from your rules instead of from a blank chat. Three agents a contracting outfit actually needs:
The Estimator's Second Set of Eyes
Knows your standard exclusions, your deposit terms, and your warranty language. Paste a rough scope and a number; it drafts the bid in your format and flags what you forgot to exclude.
Runs in Claude Projects, a Custom GPT, or a local modelThe Foreman's Toolbox Talk Writer
Carries your crew size, your trade, and this season's hazards. Say Monday's task; it writes the five-minute talk with the sign-in sheet.
Runs in your phone, through the AI you already useThe Review Desk
Holds your make-it-right policy and your owner's voice. Paste a review; it drafts the public reply, the private follow-through, and a note on whether this is a pattern.
Runs in Gemini, ChatGPT, or ClaudeMeet Vera, the office manager for contractors.
Talk to Vera right now, free, no account. Try: Paste a bad Google review and say "help me respond."
Talk to VeraBuild your estimator in an afternoon.
Agent Studio is in every Pro and Business seat. Give it your company, your standard exclusions, your deposit and warranty terms, and the way you talk to a homeowner. Then, from the truck, paste in a rough scope and a number; back comes the bid in your format with a flag for anything you forgot to exclude. Export it as a Claude Project, a Custom GPT, a Gemini Gem, Copilot, or a local model on the office computer. It runs on the AI you already have. Nothing to host, nothing for the office to babysit.
Open Agent StudioOr have it built around your outfit.
A custom build is one conversation about your trade and the five documents you write most, then an agent brief written for your company, exported to the AI you use, and a walkthrough with your office. From $450, one time, on your own account.
Ask about a custom buildFiles are yours to keep. The library, updates, and support ride the subscription.
Two ways in. Both honest.
The whole Contractors & Trades library, every other industry library, and full Personal Pro for each seat. Add crew leads or office staff at $10 a seat, up to 15. One invoice.
- The whole Contractors library, plus all ten industry libraries
- Full Personal Pro on every seat: 1,000+ templates for the rest of life
- Agent Studio, Power Creator, Pipelines and Playbooks
- $10 a seat after the first, up to 15, one invoice
No account needed to look. Ready now? Subscribe and open the full library. Cancel anytime.
Your bids, your letters, your voice: a set built for one company, delivered in a sitting, that your whole crew uses on your own account. Tell us the trade and the five documents you write most.
Talk to SeanThe questions contractors ask before they sign anything.
Do I need ChatGPT or Claude to use this?
Yes, one of them, and the free tier of any of them works. Ultra Prompt builds the prompt and sends you there with it. You never paste anything by hand unless you want to.
Will it make up numbers or code requirements?
It writes from what you give it. The templates are built to state your facts and say plainly when something is not provided, rather than invent a price, a code section, or a license number. You still read what you send; it is your name on it.
Is this legal advice or a contract?
No. It produces professional business writing from your inputs. Anything that binds you, a lien, a warranty term, a payment clause, deserves a look from your attorney or your state board, same as before.
How is this different from just asking ChatGPT?
You can ask ChatGPT for a bid letter and get a generic one. These templates were written by people who have priced jobs and chased invoices: they ask for the exclusions, the start trigger, the make-it-right offer, the things a homeowner or a sub will argue about later. The difference is what they make you say.
Can my office manager and my foreman use it too?
Yes. Business seats are $10 each after the first, up to 15, on one invoice. Everyone gets the full library and Agent Studio.
What if I only need three documents, done my way?
That is the custom build. One conversation about your trade and the documents you write most, and you get a set built for your company on your own account. From $450, one time.