Pivotly for Preconstruction
Preconstruction software that reads the documents your bid lives in.
RFP → BID
A ready-made workflow for estimators and preconstruction leaders that works day one, on a platform that connects to everything your team already runs.
Extracted from Door Schedule
RFP-2026-OMSF · p.12ItemQtyUnitSource
HM door, 307048EAp.12
Welded frames48EAp.12
Grade 1 locksets48EAp.12
Hinges (set)144EAp.13
Baseline estimate
7 divisions · margin per divisionDivisionMarginEstimate
08 Openings10%$214,800
09 Finishes10%$486,200
26 Electrical10%$1,140,000
Total estimate$4,241,300
Sheet
Preconstruction
Rev
Core
Scale
Day one
The problem and the fix
Right now it's a pile. Pivotly makes it one organized place.
The RFPs, plans, addenda, sub quotes, and spec books live across inboxes, drives, and half a dozen tools, in no order. Pivotly pulls all of it into one managed place, sorted and kept current, so the answer's already waiting when an estimator walks up.
Today
The pile
Scattered, unsorted, half of it in someone's inbox.
RFP-2026-OMSF.pdf Door schedule Addendum 3 Sub quote, Meridian Spec book, Div 08 Sub quote, Apex
With Pivotly
One organized place
Sorted, source-linked, and current as new items land.
Schedule of valueslinked
Sub quotes, 3leveled
Addenda, 3tracked
The ready-made workflow
Every step of the bid. The same work, without the typing.
Step 01
Intake
Today: You collect files in a dozen formats and sort them by hand.
Pivotly: Drop them in however they arrive. No pre-formatting, no renaming.
Step 02
Versions and addenda
Today: Addendum 3 drops and you diff PDFs by eye to catch what changed.
Pivotly: Every file is versioned, and changes between revisions are flagged.
Step 03
Extraction
Today: You retype tables, schedules, and quantities line by line.
Pivotly: It pulls the data and links every value back to its source.
Step 04
Takeoff and spec review
Today: A generic takeoff you reshape to fit your divisions.
Pivotly: Structured against your division library, in your format.
Step 05
Budget
Today: You price from a blank sheet and hope the margins hold.
Pivotly: Priced from your scoped divisions, with margin set per division.
Step 06
Historical cost intel
Today: You can't find what similar work actually cost you.
Pivotly: Checked against what past jobs really cost, so you stop bidding blind.
Step 07
RFP risk and go / no-go
Today: The risky clause surfaces after you've already committed.
Pivotly: Surfaces the intent and risk so the pursuit call is made on evidence.
Step 08
Sub bid leveling
Today: You line up sub quotes by hand and hope you caught the gaps.
Pivotly: Leveled apples-to-apples, with gaps and overlaps flagged.
Step 09
Finalization and export
Today: You rebuild the SOV and scrub a raw export before it's usable.
Pivotly: A finished, ERP-ready SOV, clean and normalized.
Step 10
It reaches the rest of the business
And it doesn't stop at the bid. Because this runs on the Pivotly platform, the finished bid flows into the systems you already run, and the platform keeps the whole picture current. See how it runs on the Pivotly platform →
Extracted from Door Schedule
RFP-2026-OMSF · p.12ItemQtyUnitSrc
HM door, 307048EAp.12
Welded frames48EAp.12
Grade 1 locksets48EAp.12
Hinges (set)144EAp.13
Every value links to the exact page and coordinate it came from.
Baseline estimate
Priced from your divisionsDivisionMarginEstimate
03 Concrete9%$612,400
08 Openings10%$214,800
26 Electrical10%$1,140,000
Total estimate$4,241,300
Checked against what past jobs really cost.
Sub bid leveling · 08 Openings
3 quotes, leveledVendorBase bidCovered
Meridian$214,800100%
Colfax$228,500100%
Apex$206,900gap
Apex excludes the ABAA warranty. Flagged before you level.
The bid, connected
Winning bid to the systems you run✓ERPJob budget created
✓Project managementHandoff ready
✓CRMOwner history updated
No re-entry. The whole picture stays current.
A guided look at a sample project. Scroll to walk each step.
Nothing to configure
No data migration
No IT project
Live within a week
Why it holds up
What changes for estimators when the typing goes away.
Every number shows its work
Each value traces to the exact page and coordinate it came from. One click from the bid sheet to the source. That's the difference between a guess and a verified bid.
Same team, more bids
When estimators stop retyping documents, the same team runs more pursuits without overtime or new hires. You scale output, not headcount.
Clean, ERP-ready output
A normalized schedule of values that drops into your systems, not a raw CSV your team still has to scrub before anyone can use it.
Preconstruction software integration
What Pivotly connects to across your preconstruction stack.
How it's built and kept running is Pivotly's job. What matters on your side is that the picture stays right.
ERP & accounting
The estimate lands as the job budget, no re-entry.
Project management
Clean handoff from the winning bid into the field.
CRM
Owner history and pipeline in the bid decision.
Document and plan storage
Plans and specs, indexed and searchable.
Email & shared drives
The half of the answer that lives in someone's inbox.
Custom in-house tools
The app your team built, brought in, not replaced.
We were initially concerned about just how accurately our specific divisions would be captured. Once we started using it, we immediately saw how valuable a resource it was. It cut our initial time spent reviewing documents by nearly half.Jesse Emerson, Director of Operations, KMSS
Bringing IT along?
Nothing gets ripped out, and IT can see all of it.
Pivotly connects the systems your preconstruction team already runs, it doesn't replace them. Everything happens inside your own cloud tenant, human-in-the-loop, with every connection visible and every action logged. So IT can see it, control it, and sign off, instead of finding out after the fact.
See how Pivotly governs AI & apps →Your own tenantYour docs and data stay yours.
Human in the loopEstimators approve every number.
Source-linked, audit-readyEvery value traces to its page.
Get started
Let's try it on your bid docs.
Send your bid docs, we run them through Pivotly, and we set up a working session so you see the output on your own bids.
RFP
SOV
What should Pivotly read first?
Describe the bid set. We'll run it and show you the output.
Great. Where do we send the output?
You're in.
Thanks. We'll reach out shortly to set up your working session.
A quick gut check
No. It removes the data entry, not the estimator. Your team stops retyping numbers and spends that time on the judgment that wins bids. Same team, more bids.
Every value links to the exact page it came from, and a person approves it. Checking takes seconds instead of hours retyping, so a human stays in the loop on every number.
Those store your data or mark up your plans. They don't read the commercial documents, the RFPs, schedules, sub quotes, and spec books, where the numbers live. Bluebeam is a digital pen. Pivotly is a digital brain that reads what they leave untouched.
You own it. Your documents and everything Pivotly pulls from them stay yours, in your own tenant, access controlled to your team, exportable whenever you want, and secured to one standard.
