KEYBIDInstruction Manual
Start here — 60 seconds
The Board — your whole bid life on one screen
Six columns, left to right, the way a bid actually moves: Invited → Estimating → Submitted → Awaiting Award → Won → Lost/No-Bid. Click any card to open it: move stages, set the value, log notes and intel. Dollar totals sit at the top of each column — the "Awaiting Award" total is the number to watch.
Every live card carries two smart badges. 🎯 GO 71 is the Triage Agent's go/no-go score — how well this bid fits your trade, size band, and history (hover for the reason). 📊 76% win is your win probability — computed from your own record with that GC, your overall win rate, fit, and how the chase is going. It's an estimate from your data, never a promise — and it gets sharper with every outcome you log.
🔗 Link email — the inbox that answers itself
Click 🔗 Link email in the header. Every bid email lands with the reply already drafted: award letters get a "send the contract and bonding requirements" response; addenda get a "confirming our number by Friday"; a GC asking you to hold your price gets held — professionally. You read, then tap ✓ Approve & send, ↻ Redraft, or Skip. You approve every word before anything represents your company.
Forwarding intake — the part that runs while you sleep. Open the Inbox tab (or Settings) and you'll see Your bid intake address — something like bids-yourkey@keybid.ai, private to your company. Copy it, point a Gmail filter or an Outlook rule at it (both walkthroughs are on that panel, step by step), and every invitation to bid that hits your inbox appears on the board parsed, dated and triaged — with nobody touching it.
Press ✓ Test it on that panel, forward one real ITB, and Keybid tells you the moment it lands. Two notes worth knowing up front: Gmail will not start forwarding until you confirm a code that it emails to Keybid rather than to you — we display that code right on the panel. And most Microsoft 365 tenants block outbound forwarding by default, so if nothing arrives, that's the first thing to ask your admin about.
The address is a key: anyone who learns it could only ever write to your board, never read it, and even that is blocked unless the mailbox forwarding the mail is on your locked-senders list. If it ever ends up somewhere it shouldn't, hit Rotate address and the old one dies instantly.
📐 Plans — drop a plan set, get your trade's scope
Follow-Ups — where bids are actually won
The moment you mark a bid Submitted, the cadence starts. When a follow-up comes due, the Follow-Up Agent has the email already written in your queue — project, GC, days since submission, in a professional voice. Tap ✓ Approve and it's logged (and delivered, once email sending is switched on). No follow-up guarantees an award — but a bid nobody chased is the easiest one to pass over.
This Week & Analytics
This Week is your 7am look: everything due, sorted, red when it's tomorrow. Analytics is the quarterly truth: submitted dollars by month, your win rate by customer (who awards you work vs. who shops your number), and the backlog tracker versus your 90-day goal.
🧠 The Brain — The Foreman
The Foreman is the coded brain supervising everything, around the clock: it checks database integrity, snapshots a backup, watches every deadline (and nags exactly once), keeps every due follow-up drafted overnight, monitors attack traffic, and reviews every agent's health. Open the Brain tab to see its duty roster and a log of every decision it makes. It supervises; it never invents a number.
Your data, your security
One click — ⬇ Download all my data on the Brain tab — exports everything you've ever put in as a file you keep. Your data is never trapped and never shared: not with other contractors, not with GCs, not with anyone. Sentinel, the security watchdog, screens every request for attack signatures and auto-blocks repeat offenders. The fine print lives at Contact · Terms and Privacy.
Quick answers
Does the AI make up numbers? No. Every statistic is computed from your data with plain math; the AI only writes words — and you approve every word. · What trades does it work for? All of them — your trade setting drives triage scoring and which plan sheets are "yours." · Can my whole team use it? Yes — Settings → Your team. Add a teammate and they sign in to the same board: same bids, same follow-ups, same numbers. One seat per person. · What does it cost? $119 per seat per month. The first 30 companies lock that rate for as long as they stay subscribed; list price after that is $149. · I found a bug / want a feature: email ryan@keybid.ai — founding customers steer the roadmap.