Estimate drafts from your notes
Voice memos, photos or scribbled walkthrough notes turned into a clean line-item estimate in your format.
You: check the numbers, adjust, send.For residential builders and remodelers
The office work that eats your nights, set up to run itself.
We set up AI to draft your estimates, change orders, invoices and client updates inside the tools you already use. You review, you approve, it goes out.
Built by a working residential builder. Nothing goes out without your OK.
Waiting for your OK
This morning
Change order draft
Review
Kitchen job: move sink wall, add 2 recessed lights
Weekly client update
Review
Framing inspection passed, drywall starts Monday
Supplier bill, coded
Ready
Lumber invoice matched to job and cost code
The problem
The jobsite day ends. The office day starts.
You didn't get into building to do paperwork at the kitchen table. But when you're the owner, that's where the estimates, change orders and follow-ups get done, usually after dinner, usually late.
None of it is hard. It's just constant, and when it slips, it costs you: a change order that never got signed, a lead that went to the next guy, a draw that went in a week late.
- EstimatesWalkthrough notes sitting in your phone waiting to become numbers.
- Change ordersAgreed on site with a handshake, never written up.
- Draw paperworkLender forms, photos and lien waivers pulled together at the last minute.
- Invoices and billsSupplier invoices in three inboxes, none of them coded to a job.
- Follow-upsClients asking for updates, leads waiting on a call back.
How it works
Three steps. No new software to learn.
We build the workflows into the email, accounting and file tools you already have, then hand you the keys.
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Pick 3 workflows
Choose the three jobs that eat the most of your week from the menu below. Not sure? We'll help you pick based on where your time actually goes.
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We set them up in 14 days
We build them inside the tools you already use. No meetings needed.
- Written step-by-step guide
- Recorded walkthrough you can rewatch
- Tested on your real paperwork
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You approve, it runs
The AI drafts, you check it and hit send. As your business changes, we keep the workflows tuned so they stay useful.
The workflow menu
Pick the three that cost you the most time.
Change order drafting
Describe the change in a text or email. Get a written change order with scope, price and schedule impact, ready to sign.
You: confirm scope and price before it goes out.Bill & invoice intake with job coding
Supplier and sub invoices pulled from your inbox, matched to the right job and cost code, and staged in your books.
You: approve before anything is entered or paid.Weekly client update emails
A short, plain update for each client: what got done, what's next, what you need from them. Written in your voice.
You: read it over Friday morning and send.Lead follow-up and missed-lead replies
New inquiries and missed calls get a same-day reply drafted, plus reminders so no lead sits for a week.
You: approve the reply, make the call.Subcontractor onboarding
New subs get your packet: W-9, insurance certificate request, agreement and job details, with tracking on what's missing.
You: sign off before a sub starts work.Need something that isn't on the list, like draw requests or job cost reviews? Ask. If it's repetitive and lives in your email or books, it can usually be set up.
What's inside the kit
The Proper Systems Kit. Seven templates, one system.
Price it, track it, change it in writing, bill it on time. The templates share cost codes, so the numbers move from bid to closeout without retyping.
- 7templates that work together
- Sample + Blankevery workbook, twice
- 5live dashboards
- Fillable PDF + Wordfor both forms
- 14 pageshow-to guide
- 1 pageweekly routine card
$97One-time. Online checkout opens soon.Email to order
TEMPLATE 01Estimate & Proposal Builder
Price every line by cost code with labor, material and sub split out. Markups, tax and allowances figured for you, plus a client-ready proposal.
Excel / Google Sheets · Sample + Blank · Dashboard
TEMPLATE 02Job Cost Tracker
Budget vs. actual by cost code. Log bills and commitments, and see projected profit and the codes running over every week.
Excel / Google Sheets · Sample + Blank · Dashboard
TEMPLATE 03Draw Schedule & Payment Tracker
Draw stages, retainage, change orders and payments in one place, with a dashboard of who owes you and how late.
Excel / Google Sheets · Sample + Blank · Dashboard
TEMPLATE 04Selections & Allowance Tracker
Every client decision with a decide-by and order-by date. Allowance vs. actual, with overages ready for a change order.
Excel / Google Sheets · Sample + Blank · Dashboard
TEMPLATE 05Project Schedule (Gantt)
Week-by-week Gantt for phases, tasks, inspections and milestones. Late and behind tasks flag themselves.
Excel / Google Sheets · Sample + Blank · Dashboard
TEMPLATE 06Change Order
Two-page change order. The fillable PDF totals the line items and shows the revised contract sum. Filled-in example included.
Fillable PDF · Printable PDF · Word
TEMPLATE 07Subcontractor Onboarding Packet
Seven pages: welcome, info form, W-9 request, insurance, jobsite rules, pay terms and sign-off. Send it before day one.
Fillable PDF · Printable PDF · Word- PLUS
Start here
Everything you need to be running in an hour.
- 14-page how-to guide
- Printable weekly office routine card
- README with the file map
- Works in Excel, Google Sheets, Word and any PDF reader
One zip, three folders: Start Here, Spreadsheets (Sample and Blank), Forms (fillable, printable, Word, example).
Pricing
Start free. Pay for setup once. Keep us on if you want.
Flat prices, written down. No per-seat fees, no long contracts.
Starter Pack
Free
Two templates, instant download.
- Change Order: fillable PDF + Word
- Draw Schedule & Payment Tracker: Sample + Blank
- One-page welcome guide
Proper Systems Kit
$97
One-time. Templates you set up yourself.
- 7 templates that share cost codes
- 5 Excel / Google Sheets workbooks, each in Sample + Blank
- Live dashboard in every workbook
- Change order + sub packet as fillable PDF, printable PDF and Word
- 14-page how-to guide
- Printable weekly routine card
AI Back Office Setup
$1,500
One-time. We do the setup for you.
- 3 workflows from the menu
- Done in 14 days
- Built inside your own accounts
- Written guide and recorded walkthrough
- No meetings required
- Covered by the 60-day guarantee
Managed Back Office
$350/mo
3-month minimum, after setup.
- Tuning and fixes within 2 business days
- One new workflow per quarter
- Monthly hours-saved report
Launch pricing for our first 10 clients. Prices go up after that.
The guarantee
If the setup doesn't save you 5 hours a week within 60 days, you get the setup fee back.
We'd rather refund you than have you paying for something that doesn't pull its weight.
How we keep it honest
You approve everything.
This is a drafting assistant, not an autopilot. It does the typing. You make the calls.
AI drafts. You send.
Estimates, emails and change orders show up as drafts. Nothing reaches a client, sub or lender until you look at it and say go.
Your accounts, your data
Everything runs inside your own email, accounting and file accounts. We don't copy your data into ours.
No hidden costs
You pay for your own Claude plan and the software you already use. We tell you what that runs before you buy anything from us.
FAQ
Straight answers.
Something else on your mind? Email hello@propersystemsco.com and you'll hear back from a person.
Do I need to be good with tech?
No. If you can read an email and click send, you can run this. We do the setup, and the guide and walkthrough show you exactly what to click, using your own screens.
What tools does it work with?
The tools most small builders already use, like QuickBooks and Google or Microsoft email, plus shared drives and many common project management tools. On the call before setup, we'll confirm your setup is a fit before you pay.
What does it cost to run after setup?
Your own Claude plan, paid directly to Anthropic, plus the software you already pay for. The setup is a one-time fee. The managed plan is optional at $350 a month if you want us to keep things tuned and add new workflows.
Is my data safe?
Your data stays in your own accounts. We set things up inside them and don't store your jobs, clients or financials on our side. You control access and can remove ours any time.
What if it doesn't save me time?
Then you get your money back. If the setup doesn't save you 5 hours a week within 60 days, we refund the setup fee.
Do I have to get on calls?
One optional 30-minute call before setup so we understand how you work. Everything after that is written or recorded, so you can go through it on your own time.
Will it send things without me knowing?
No. Every workflow is set up to draft, not send. You review and approve anything that goes to a client, sub, supplier or lender.
Who's behind this?
A residential builder who still runs jobs. These are the same workflows we set up for our own company because we got tired of doing paperwork at midnight.
Free starter pack
Two templates you can use on your next job.
Free, no call required. They come straight out of the full kit, and they're the same ones the workflows are built around.
- Change Order (fillable PDF + Word)Line items that total themselves, the revised contract sum, and signature lines. Word version to add your logo.
- Draw Schedule & Payment Tracker (Sample + Blank)Draw stages, retainage and payments, with a dashboard of who owes you. The Sample shows a filled-in job.
- One-page welcome guideHow to use both on your next job, plus what's in the full kit if you want the rest.
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