Email that puts your bid, your certificate and your pay application in front of the GC on time.
Excavation runs on paperwork that moves by email: bid invitations, plan sets and addenda, certificates of insurance, lien waivers, field tickets, pay applications, permits. If it comes from a free address or a misconfigured domain, a GC's spam filter can quietly cost you a bid or delay a payment.
Bids and payment paperwork have deadlines, and spam filters do not care
Commercial and builder work brings email volume most residential trades never see. Bid invitations arrive from general contractors and plan rooms with drawings and addenda attached. Your bid goes back before a deadline. Once you are awarded the job, the GC wants certificates of insurance naming them, signed subcontract agreements, lien waivers with each payment and pay applications in their format. Each of those must arrive and be findable later, and many GCs use strict mail filters that treat unverified senders harshly.
Residential work has its own documents: septic permits and inspection approvals from the health department, estimates and contracts for homeowners, and photos of the finished install. When those live in an owner's personal inbox, the office cannot find them, and when an estimator leaves, the history leaves too. A company domain, properly authenticated, with shared inboxes for bids and billing, keeps the paperwork in the business and gets it delivered.
Five requirements for excavation company email
Getting delivered comes first, then shared access, then a history that can be searched months later.
Authenticated mail from your own domain
Every address and every system that sends for you, including the CRM and any bidding software, set up with SPF, DKIM and DMARC records so GC filters accept your messages.
A shared bids inbox
A single bids address the estimator and owner both watch, where invitations, plans, addenda and questions arrive in one place and can be tied to the bid record in the CRM.
A billing inbox for pay paperwork
Lien waivers, pay applications, certificates of insurance and invoices go out from and come back to an office or billing address, filed by project so a payment question takes a minute to answer.
Large drawings handled without bounces
Plan sets and photo reports sent as links to files stored in your company's account, so you never hit attachment limits and every recipient gets the current version.
Mail history that stays with the business
Owners, estimators and office staff use company addresses. If someone leaves, their mailbox is kept and reassigned, so the thread with the GC about extras is still there when the final payment is discussed.
How we set up email for an excavating company
Your excavating company owns the mail account and pays for it directly; you are the main administrator and our support login ranks beneath yours.
Google Workspace or Microsoft 365, your pick
Microsoft suits companies that work in Excel and Outlook and trade files with GCs on the same platform; Google suits small teams on phones. Either one is opened in your company's name.
Records set and every sender tested
We publish SPF, DKIM and DMARC for your domain and send test mail from the office, the phones, the CRM and any bid platform until each passes.
Shared mailboxes and file storage
Bids, billing and office mailboxes set up for the people who need them, with shared storage for plan sets, certificates and lien waiver templates organized by builder and project.
Moving from the free account
The old mail and contacts copied over, the old address forwarded for as long as builders keep using it, and your listings, bid profiles and documents updated with the new address.
What you own on day one.
Every account is opened in your company's name with you as the owner. If you ever leave, you change a password, not your business.
- Domain, hosting and the site files
- Phone numbers and call recordings
- The CRM and its database
- Email and text lists, with consent records
- Google Business Profile and every listing
- Analytics and Search Console
Business Email for excavation, answered.
Why did a GC say they never got our bid?
Usually their filter distrusted the message: no SPF or DKIM record for your domain, a free mail account, or an oversized attachment. Correcting the domain records and sharing big bid packages as links clears up most of it. The guide to checking for spam placement shows a quick test.
Do operators need email addresses?
Operators who receive schedules or send field tickets through the CRM may not. Anyone who emails builders, inspectors or suppliers should use a company address.
Can we keep using our bid software?
Yes. We add it to your domain's sending records so its messages are authenticated as yours instead of being flagged.
What happens to our existing mail?
Nothing is left behind. Past messages and contacts are transferred, and mail sent to the former address keeps forwarding, so a superintendent answering last spring's email still lands in your inbox.
Business Email for excavation. Owned by you.
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