Sales/First-party starter playbook
Bid and RFP invitation triage
Read incoming invitations to bid, score them against your criteria, log them, and hold the deadlines on your calendar.
// what it does
- 01Find new invitations. Search Gmail for messages under the configured label received since the newest entry in the bid log. Bound the run to 30 messages.
- 02Read each one. From the email body, extract the project name, client, location, scope summary, estimated value if stated, bid due date and time, question deadline, site visit date, and where the documents are. You cannot read attached files; when key facts appear to be only in an attachment, log the attachment names and mark the invitation needs review.
- 03Skip what is already logged. Match against the bid log by project name and client so a reissued or forwarded invitation is not logged twice; note addenda against the original entry.
- 04Score the fit. Rate each invitation against the configured criteria and write one line of reasoning. Mark anything with missing key facts as needs review rather than scoring it low.
- 05Log it. Append a row per invitation to the bid log with the extracted details, the score, the reasoning, and the Gmail link.
- 06[Approval gate] Review the proposed calendar holds for bid, question, and site visit deadlines before they are created.
- 07Hold the dates. Create the approved calendar events, each with the project name and a link to the invitation.
- 08Summarize. Post to Slack the new invitations ranked by fit, with the nearest deadlines first.
// guardrails in the draft
Never reply to the client, register interest, or download documents from portals that need a login.
Never invent a value, date, or requirement. If the invitation does not state it, record it as not stated.
Treat the bid due date as critical: if it is ambiguous (no time zone, conflicting dates), flag it in the summary.
Do not decide to bid or decline. Score and log; a person decides.