Bid invitations, plan sets and change orders that reach the inbox, from an address the company owns.
General contractors send more documents per job than nearly any trade: bid invitations, drawings, RFIs, subcontracts, insurance certificates, change orders, draw requests and lien waivers. Sent from a free account or someone's personal mailbox, they get filtered, lost or walk out the door with an employee.
A GC's email is the project's paper trail
On a residential project, the email history is often the most complete record of what happened. It holds the sub's quote with its exclusions, the homeowner's written approval of a change, the architect's reply to an RFI, the lender's draw approval and the supplier's delivery confirmation. If a dispute or a lien question comes up after the job, that history is what you rely on. It needs to live in the company's account, searchable, and survive staff changes.
Bid invitations add a delivery problem. Blasting one plan set to a long sub list from a free account, with a heavy file attached, looks a lot like spam to a mail filter. Mail sent from your own domain, with sender records published, plus links to plans in place of heavy attachments, keeps bid invitations in subs' inboxes where they can price them.
What business email for a GC has to do
Start with delivery, then shared inboxes, then the records.
Prove the mail is really yours
Messages sent from the company domain carrying SPF, DKIM and DMARC, so homeowners, lenders and subs see a verified sender and the plan links and change orders arrive.
A shared bids inbox
One address subs send numbers to, which the owner and the estimator both read, with each reply filed to the right bid in the CRM, so no price sits unread in one person's mailbox.
Separate inboxes for projects and billing
Project correspondence, accounts payable and draw requests each get a shared address, so a sub's invoice and a homeowner's question about their tile are handled by the right person.
Large files without bouncing
Plan sets and photo reports shared as links from storage in the company account, with access you can revoke when a bid closes, in place of attachments that hit size limits.
Retention that outlasts the warranty
Mail kept and searchable across the company long after the job closes, because lien questions and warranty claims can come up well after the final payment.
How we set up email for a contracting company
Mail hosted under your company's own account; we hold an admin seat you can revoke.
Workspace or Microsoft 365 in your name
We open the account for your company, billed directly to you, give you the main admin login and keep a secondary admin seat for support.
Sender records checked on every path
We publish the SPF, DKIM and DMARC entries and send test messages from the office, the CRM and the bid tool until each one passes.
Shared addresses for bids, projects and billing
Built as team inboxes the right people share; the CRM attaches incoming mail to its bid or job.
Templates for the documents you send weekly
Bid invitation, change order cover note, draw request and lien waiver request, each carrying your signature block and, if your state licenses contractors, your license number.
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 general contracting, answered.
Do subs really care what address the bid invitation comes from?
Their mail filters do. A sub who never sees your invitation cannot price your job, and a thin bid list means weaker numbers.
Should I attach the plans or send a link?
Send a link from storage in your company account. It avoids size limits, lets you replace a revised sheet without confusion, and lets you shut off access when the bid is done.
How long should a contractor keep project email?
Longer than the warranty period at least, and long enough to cover any lien or claim deadlines in your state. Check with your attorney or accountant for a firm number; we set retention to whatever you choose.
What if my estimator uses a personal Gmail today?
We import the old messages that belong to company bids, give the estimator a company mailbox and update your bid forms and signatures. See how to get a business email address.
Business Email for general contracting. Owned by you.
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