Your team is using AI.
Are they using it right?
The BID DESK Checklist is a one-page reference that tells every person in your office exactly what AI can draft, what needs a human review first, and what should never go anywhere near a chatbot.
- ✓Green light: draft bids, emails, SOPs, meeting notes — go
- ✓Yellow light: RFIs, change orders, customer comms — draft, then review
- ✓Red light: pricing, scope decisions, contract terms — AI stays out
Built for Twin Cities roofers, electricians, plumbers, painters, HVAC, and bid-based contractors. Print it out. Put it on the wall. Done.
Send me the checklist
Free. Straight to your inbox. No spam — ever.
What's inside
The Green / Yellow / Red framework. One page. Every person in your office can understand it in two minutes — and follow it without asking you first.
Green Light
AI can help- 📝
Bid & proposal summaries
Paste your scope notes. Get a clean narrative, overview, and cover letter back. Review it. Send it.
- 📧
Customer & vendor emails
First draft in 60 seconds. You read it, fix whatever's off, hit send. That's the whole process.
- 📋
SOP first drafts
Tell AI what the process is in rough notes. Get back a structured SOP. Edit the parts it got wrong.
- 🗒️
Meeting notes & action items
Paste a voice memo or rough transcript. Get back bullet points and next steps. Done in two minutes.
- ❓
Internal FAQs
Collect the five questions your team asks every week. Let AI turn them into a reference doc.
- ✅
Checklist creation
Punch lists, closeout checklists, inspection lists — AI drafts them, you adjust for your trade.
Yellow Light
Human review required- 📄
Bid document summaries
AI can summarize specs — but redact client names and pricing before you paste anything in.
- 🔄
RFI drafts
Draft the question in AI, then read it yourself before it goes to the GC. Every time.
- 💬
Change-order narratives
AI can explain the change in plain language. Your PM approves before it leaves the office.
- 📞
Customer communication drafts
Draft only. The final send is always a human decision — not something you hand off.
- 🏗️
Vendor communication
POs, scope clarifications — AI drafts, you review before anything goes out.
- ⛑️
Safety content drafts
Toolbox talk outlines are fine to draft. Your safety officer signs off before anyone hears them.
Red Light
AI should not decide- 💰
Pricing decisions
AI does not set your number. Ever. Not even as a starting point.
- 📐
Scope approval
What's in and what's out of contract is a human call. Full stop.
- ⚖️
Contract terms
Legal language needs legal review. AI does not know your exposure.
- 🚨
Safety-critical procedures
Life-safety content is not a draft-and-review task. It's a qualified-human task.
- 💵
Payroll & HR decisions
Never paste employee names, wages, or HR situations into any AI tool.
- 🤝
Customer commitments
AI can't make a promise. You can. Don't let a draft become a commitment without you reading it.
Who made this
Daniel Stouffer
I'm an AI expert, author, trainer, and product developer. I've worked with contractors and small businesses across the Twin Cities — not as a contractor myself, but as the person who comes in when the process is broken and builds something that actually works. The BID DESK Checklist is the one-page version of the framework from my book Future of Artificial Intelligence for Small Business — distilled down to what your office needs to know, starting Monday. Every workshop attendee gets the full book free.
Ready to go further?
The checklist is the starting line. The workshop is where you write your first prompt in the room, pick one workflow from your own office to pilot, and leave with a 30-day plan to run it — starting the week after. Three hours. Bring your estimator or your PM. It's worth it.
Learn about the workshop →$149/person · $397/team (up to 3) · 9am–12pm, Brooklyn Park, MN