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RFQ to invoice — built for rotating equipment, mechanical, and specialty trades.

Ballast is the one custom-built platform for proposal-driven field service companies — AI-assisted proposals, live project and cost tracking, field readiness, safety, and the shop. The weight that keeps a job steady once the pricing's locked in.

Book a demo See how it works
AI does the reading
One set of numbers
Compliance built in

Built for motor & pump repair, industrial HVAC, crane & hoist, utility line, equipment dealers with a shop, and other proposal-driven trades — see the full fit →

Home dashboard showing pipeline value, active jobs, win rate, and every project the team is working on
Home — company-wide KPIs and status, computed live the moment you sign in
01 the status quo

Winning work is buried in busywork.

Proposals assembled by hand. Job knowledge scattered across inboxes. Costs that surface only after the margin is already spent.

150+
pages in a typical bid package
Read and retyped by hand. Every bid means re-reading specs, copying requirements, and re-formatting a Word document that never quite looks right.
5–7
disconnected tools
Email, Word, Excel trackers, shared drives. The outage window, the crane detail, the customer's standing requirements — scattered across whoever happened to be on the email.
2
sets of numbers per job
When the proposal and the tracker drift apart. Labor, per diem, and rentals reconcile at month-end — after the margin is already spent.
02 ballast

One system, shaped around how the company actually works.

Not configured — Ballast is custom-built around the company's own documents, wording, rates, and workflow.

AI-assisted proposals

Emails, RFQs, and spec PDFs become a filled-in proposal — reviewed and approved by a person, never auto-sent.

One record, first email to final invoice

Win the job and the proposal becomes the project — same numbers, same history, sequential job numbers with locked pricing.

The whole operation, one login

Projects, cost control, field readiness, safety, dashboards, and a full repair-shop module.

Custom-built, not configured

Every deployment is built around the company's own documents, wording, rates, and workflow.

Project overview screen showing the AI intake summary and proposal documents for Powerhouse Generator Rewind
03 the proposal tool

Seven guided steps from inquiry to released PDF.

Templates keep every proposal consistent: a simple, sub-20-page document, or the full complex package — chosen at creation, adjustable any time.

01

Documents & Extraction

Every file and email in; AI reads it all
02

Project Setup

Mostly pre-filled; confirm and pick scope
03

Requirements Review

Every customer requirement dispositioned
04

Scope & Execution Plan

Library scopes, tasks, live Gantt
05

Pricing & Commercial

Cost sheet import or manual; math must reconcile
06

Content & Appendices

Letter, resumes, photos, appendices
07

Review & Release

Preflight checks, then the executive PDF — won mints the job number and locks the winning price
04 ai, everywhere it helps

An assistant with judgment — and a human veto.

The AI reads the bid package. A person approves every fact. Nothing writes itself into a proposal without a review screen in between.

Documents and Extraction step showing file upload and pasted communication, with a note that 150-page specs extract in the background with page citations
Step 1 — 150-page specs extract in the background, segment by segment, every fact citing its page
Pull Communication from Gmail dialog showing a strong match pre-checked and a possible match left unchecked for review
Gmail capture — strong matches arrive pre-checked, uncertain ones wait for a person

Pull straight from Gmail & Drive

Ballast searches for the project's own emails and documents — no forwarding, no re-uploading.

Tuned to the trade

Extraction knows what belongs in scope and filters out what doesn't.

Pinned project briefings

After intake, the AI writes a plain-English summary of the job, pinned where every teammate sees it first.

A library that learns

New scope the AI spots becomes a reviewed template; past proposals surface when a similar job appears.

05 quality control
Review and Release screen listing blocking issues and warnings that must be resolved before a proposal can be released

Nothing leaves the building unchecked.

Automatic preflight

Dozens of checks: pricing reconciles, milestones total 100%, every section has real content, no overflowing pages.

A real approval workflow

Draft → Internal Review → Approved → Final. Overrides recorded with a name and reason.

An executive-grade PDF

Searchable text, bookmarks, measured table of contents, real signatures, appendices spliced in place.

Numbered revisions, forever

Every released build is stored with its exact snapshot — show precisely what was sent, months later.

06 pipeline & execution

Drag a card, run the company.

Won creates the job. The project page runs it.

Projects board showing proposal, submitted, and won columns with pipeline value and job cards

Every job on one board

Proposal → Submitted → Won → In Progress → Complete. Values and health flags on every card.

Won creates the job

The next sequential job number mints; the pricing that won is locked. One set of numbers — the drift problem is gone by design.

Change orders included

Additions live beside the base proposal and roll into contract value automatically.

Cost tracker, live

Labor prices itself — overtime, doubletime, prevailing wage, per diem — against the locked contract value.

07 field readiness & safety

Nothing red when the crew travels.

A pre-mobilization checklist on every job, and EHS numbers that compute themselves.

Environmental Health and Safety dashboard showing TRIR, hours worked, certifications expiring, and an incident log

The start gate

Commercial, travel, safety, logistics — each line with an owner and a computed deadline. Anything still "No" at five days out is flagged red for same-day leadership attention.

TRIR & DART, automatic

Hours worked flow from every job's labor log — the safety manager never chases timesheets.

Certification matrix

60-day expiry warnings before anyone mobilizes with a lapsed card.

Corrective actions

Findings with owners and due dates — nothing dies in a meeting note.

08 the shop

A full repair-shop system in the same login.

Intake to ship

Received → Inspection → Quoted → Approved → In Repair → Testing → Ready, with shop-floor checklists and test readings.

Built-in time clock

Punches land on the job's labor cost live — from any phone.

Warranty memory

A returning serial number flags its own warranty. Customers, fleets, winding specs, and parts inventory included.

Motor Shop dashboard showing active jobs, in repair, ready to ship, and low stock inventory
09 in the field
Mobile view of a job's status tracker showing a deliverable, its owner, forecast date, and risk

A real app on every phone.

Installs to the home screen

Full screen, its own icon — and the app walks each new phone user through setup automatically.

Instant open, works offline

The app stores itself on the device. One bar of signal still opens instantly; loaded screens stay readable with none.

Built for thumbs

A bottom tab bar for the everyday pages; tracker tables become stacked cards on a phone.

Camera to job record in two taps

Site photos shoot straight into the project; techs punch in and out from the home screen.

10 where it fits

Built for one trade. Designed for many.

Ballast fits any business with the same shape: work is won through written proposals, delivered by crews at customer sites, measured by job cost against a contract, and governed by safety and compliance rules — with or without a repair shop attached. Each deployment is built around the company, not the other way around.

Rotating equipment & electrical services

nearly drop-in
Same business, different nameplate — scope libraries reword, everything else fits as-is, including the repair-shop module.
Electric motor & pump repair shops · transformer & switchgear services · industrial electrical testing (NETA-type firms) · turbine & rotating-equipment services

Field service & mechanical trades

strong fit
Quote the job, mobilize a crew, track hours and rentals, keep the safety file clean — the mobilization gate, per-diem math, and mobile time clock translate directly.
Millwright & machinery installation · commercial/industrial HVAC · crane & hoist inspection · elevator services · pipeline & valve services · water/wastewater services · well drilling & pump companies

Bid-heavy construction & specialty subs

strong fit
Public and utility work rewards what's already built in: prevailing-wage rate handling, a requirements-compliance register for bid packages, and sequential job numbers with locked pricing.
Utility line & substation contractors · insulation & abatement · environmental remediation · steel erection · commercial roofing

Equipment businesses with a shop & fleet

strong fit
The intake-to-ship job board, warranty memory on returning serial numbers, and per-customer equipment fleets are the sell.
Diesel genset sales & service · heavy-equipment dealer service departments · hydraulics repair · marine engine services · ag equipment dealers

Proposal-driven professional services

tailored fit
The SOQ/proposal grind maps to the builder — capability statements and past-performance pages are Ballast's "relevant projects" pages. Deliverable tracking replaces crew cost math.
Engineering firms · environmental consulting · commissioning & energy services · disaster restoration (insurance documentation ≈ the requirements register)
11 working together

The system is built around you — not the other way around.

01 · Discovery

How you win work

A short working session: how you win work, how jobs run, what hurts. Your real documents become the spec.

02 · Build

Shaped around your workflow

Ballast takes shape around your wording, rates, templates, and rules. You see progress continuously.

03 · Pilot

A real job through it

Your team runs a real job through Ballast. Every rough edge found in the pilot gets smoothed before rollout.

04 · Evolve

Keeps growing with you

New features land in days, not release cycles, driven by your team's feedback.

Pricing follows scope: a build fee shaped in discovery, plus a modest monthly amount for hosting, support, and continuous improvement.
12 everything in the box
✓AI document & email extraction with citations
✓AI-drafted narratives & project briefings
✓Judgment-scored email capture
✓Seven-step guided proposal builder
✓Simple & complex templates
✓Preflight checks & release workflow
✓Searchable, bookmarked executive PDFs
✓Numbered revisions with snapshots
✓Sequential job numbers, locked pricing
✓Status & cost trackers, Excel round-trip
✓Start gate & site knowledge sheets
✓Self-computing safety metrics
✓Full repair-shop module & time clock
✓Dashboards, roles & invitations
✓Installable mobile app, offline-ready

Next step: a 30-minute working session.

Bring one real bid package and one real job. We'll walk both through Ballast — live.

what to bring

One real bid package, one real job, and the people who touch both today.

13 book a demo

Two ways to get started.

Pick a time that works, or send us your details and we'll follow up with a demo built around your own bid package.

A

Schedule a time

Pick a 30-minute slot directly on our calendar — no back-and-forth over email.

Open the calendar →

Opens in a new tab.

B

Send us your details

Tell us a little about the job you'd want to see, and we'll send a demo built around it.

We'll only use these details to follow up about your demo — never shared or sold.

✓

Thanks — that's in.

Someone from Ballast will follow up shortly to set up a demo built around what you told us.

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