How an HVAC supplier cut admin by 25% and won 5+ bids in 60 days

Built an AI dual dashboard system that monitors 100,000+ data sources, discovers early-stage projects during planning approvals, and tracks all active bids with real-time alerts.

Sales team reviewing an AI bid intelligence dashboard

Industry

Commercial HVAC Supply

Time Saved

25% less admin time for sales

ROI

multiple bid awards in first 60 days. $2M+ potential revenue from 45+ early-stage opportunities.

Key Highlights

25% admin time reduced
5+ wins in 60 days
45+ early-stage opportunities

“Before AIVA, we found projects after specs were locked and spent hours every week on manual research. Now we see opportunities months—even years—earlier with the right contacts to get specified, and we keep up with all our open bids. We discovered 45 projects in 30 days and now track updates across 300+ active bids.”
Head of Sales
Leading Commercial HVAC Distributor in South Florida

The Challenge

Manual tracking, limited research coverage, and no early-stage visibility caused missed specifications and lost revenue.

No Early-Stage Project Intelligence
The team had zero visibility into projects during the planning and approval stage—before mechanical plans were drawn. By the time they discovered opportunities, MEP engineers had already specified equipment and competitors had established relationships with decision-makers.
Excessive Tracking Admin
25% of team time was spent updating spreadsheets and CRMs and manually researching project details (groundbreaking dates, completion timelines, ownership changes) instead of selling. Reps could only manage about 5 bids per day due to their in-field sales workload.
Missing Critical Information
They didn't know who the MEP engineers were for projects, making it impossible to influence specifications. Without automated alerts, the team missed bid updates, deadline changes, and award announcements.

The Impact

Lost opportunities on contracts worth millions—both from missing early-stage specification opportunities and failing to respond competitively on active bids.

Our Solution

AIVA's dual dashboard system solved both problems: finding projects earlier and tracking them better. AIVA uses two dedicated dashboards—one for net-new construction discovery, and one for tracking open bids and active projects.

New Construction Dashboard

Detects projects during planning approvals and zoning applications—months or years before construction—providing architect and developer contact names, MEP engineer recommendations, and project timelines while specifications are still flexible.

Open Bids Dashboard

Automatically tracks groundbreaking dates, completion updates, and bid milestones across all active projects, eliminating manual research and providing real-time alerts for critical changes.

The Results

100,000+ data sources monitored automatically—planning meetings, government filings, and development news across major metros.
25% reduction on time spent on manual research & data entry by automating project discovery, updates, and alerts.
$2M+ potential revenue from 45+ new early-stage opportunities discovered in first 30 days—projects in the approval stage where they could influence plan specifications.
5+ bid awards or specifications secured within the first 60 days by focusing on projects breaking ground soonest and submitting competitive offers at exactly the right time.

Turn missed bids into wins.

Your team should be selling, not researching. AIVA finds opportunities earlier and tracks them better so you can focus on closing deals.

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