How Always Tile & Stone Cut Manual Work with AI-Driven Email Parsing

If you work in construction, you already know the drill:

  • Your inbox fills up.
  • Bid invitations arrive from every platform imaginable.
  • Attachments pile up.
  • Details are buried in long email threads.
  • And before you bid anything… someone has to enter all of that into a sheet to keep track of things.

For Always Tile & Stone, this manual process was consuming hours every single day. Their growing bid volume was a good sign –  but their workflow simply couldn’t keep up.

So we built them an AI-integrated app that reads their emails, extracts project details, organizes files, and updates their tracking system automatically.

This is the story of how it reduced most of their manual work — and freed their team to focus on what actually matters: winning more bids.

 

Project Information

CLIENT:
Always Tile and Stone LLC
LOCATION:
USA

PROJECT DURATION:

Within 3 Months
TECHNOLOGIES USED:
Nextjs, Nestjs
WEBSITE:
https://www.alwaystileandstonellc.com

The Problem: A Growing Business Held Back by Manual Email Work

 

Always Tile & Stone’s estimators were receiving hundreds of bid invitations each month from:

  • BuildingConnected
  • SmartBid
  • iSqFt
  • Procore
  • GC-specific email formats, etc…

Every platform uses a different style.
 Every GC sends different instructions.
 Every email contains different formats, structures, and attachments.

Before they could even start pricing:

  • Someone had to read every email
  • Identify due dates and scopes
  • Download plans and addenda
  • Create folders and subfolders in Drives to manage them
  • Enter everything into their Google Sheet
  • Assign it to the right estimator

It was slow and error-prone.

Miss one email → miss a bid.
 Misread a due date → lose the opportunity.
 Download the wrong attachment → delay the estimate.

The team was spending more time managing emails than preparing pricing.

The Turning Point: “Can an AI just read our emails for us?”

During our workflow modernization for Always Tile, one idea kept resurfacing:

“Is there a way to automate the part where we read and sort the emails?”

The answer: yes.

We built an AI-powered Email Parser specifically for their bid workflow — an assistant that never gets tired, never misses a detail, and works instantly.

 

How the AI Email Parser Works

1. It reads emails like a human — but faster

The AI can understand:

  • Long emails
  • Short emails
  • Forwarded chains
  • HTML templates
  • Attached PDFs
  • Platform-generated notifications

It extracts all the details that matter:

  • Project Name
  • General Contractor
  • Bid Due Date
  • Location
  • Scope Summary
  • Links to plans/specs
  • Special requirements

Even if the information is scattered across multiple paragraphs.

2. It identifies which emails even matter

This was a major upgrade.

The AI doesn’t just read every email –  it first decides whether the message is a bid invitation or not.

It classifies incoming emails using context, patterns, and organizational rules to understand:

  • Bid invitation
  • Addendum or update
  • Non-bid email
  • Internal communication
  • Spam/noise

Only true bid invites go through the full extraction and automation process.

This eliminated hours of inbox filtering and guesswork.

3. It understands every platform

Each bid platform has its own style –  but the AI learned them all.

This makes it platform-agnostic –  no rigid templates, no manual adjustments.

4. It organizes all the files automatically

No more searching for attachments.

The AI:

  • Downloads all project files
  • Identifies plans, specs, and addenda
  • Creates a standardized project folder
  • Uses clean naming conventions
  • Uploads files into Drive instantly

Everything is neatly structured without human intervention.

 

5. It updates the bid tracker instantly

Once the AI extracts details, the bid appears automatically in Always Tile’s Google Sheet with:

  • Project details
  • Due date
  • GC
  • Assigned estimator
  • Folder link
  • Platform source

What used to take 10–20 minutes per email now takes less than a second.

The Impact: Less Manual Work – Almost Immediately

After implementing the AI-driven email parser, the results were clear and fast:

✔ Manual data entry dropped by almost 50%

✔ Estimators no longer sift through emails for hours

✔ No more missed invites or forgotten deadlines

✔ Plans and specs are always organized and easy to find

✔ Bid turnaround time increased significantly

✔ Leadership gained clearer visibility into the pipeline

The team finally had time to focus on actual estimating, not administrative work.

 

For Always Tile & Stone, It Wasn’t Just Automation

Always Tile isn’t a tech company.
 They didn’t need fancy software or a complicated system.

They needed something simple:

  • Take the chaos out of their inbox
  • Reduce the admin burden
  • Help their estimating team keep up with a fast-growing business

The AI parser became the backbone of their new workflow – the first big step in a larger digital transformation that includes: 

  • Automated bid intake
  • Organized document management
  • A custom bid management application is currently in development

This single automation changed their everyday operations in a meaningful way.

Final Reflection

AI doesn’t have to be futuristic or overwhelming.
 Sometimes, its most powerful impact is incredibly practical:

  • Fewer emails to read
  • Fewer manual tasks
  • Fewer missed opportunities
  • More bids completed
  • More time to focus on pricing and strategy

For Always Tile & Stone, the AI didn’t replace people –  it empowered them. Read More

It removed the heavy, repetitive work and gave the team breathing room to do what they’re great at.

And this is only the beginning.