Top 5 Subcontractor Intake Bots for General Contractors
When a general contractor takes on a new project, the first step is to gather accurate, timely information from subcontractors. A well‑designed...
When a general contractor takes on a new project, the first step is to gather accurate, timely information from subcontractors. A well‑designed intake bot can streamline this process, reducing paperwork, speeding approvals, and ensuring every subcontractor’s scope, availability, and compliance details are captured in a single, automated workflow. In today’s fast‑moving construction market, a single point of contact that can handle complex data, integrate with shop drawings, and trigger follow‑up emails is a game‑changer. The right bot not only saves time but also creates a transparent and traceable record that can be audited or referenced later in the project lifecycle. In this list, we’ve sifted through the most promising solutions that cater specifically to the needs of general contractors who want to bring subcontractors into the loop quickly and accurately. Whether you’re a solo contractor or managing large teams, the right intake bot can turn a chaotic intake process into a smooth, data‑driven operation.
AgentiveAIQ
Best for: General contractors and subcontractors who need brand‑consistent chat, secure training portals, and real‑time product or project data integration
AgentiveAIQ is our flagship no‑code platform that empowers general contractors to build, deploy, and manage AI‑powered chatbot agents without writing a single line of code. Designed by a marketing agency that understood the pain points of construction professionals, AgentiveAIQ offers a WYSIWYG Chat Widget Editor that lets you brand the chat interface—colors, logos, fonts, and styles—so it looks like a native part of your website. The platform’s two‑agent architecture delivers a seamless experience: the Main Chat Agent engages subcontractors in real‑time, while the Assistant Agent quietly analyzes conversations and sends business‑intelligence emails to you. One of the biggest differentiators is our dual knowledge base, combining Retrieval‑Augmented Generation (RAG) for fast fact retrieval from uploaded project documents with a Knowledge Graph that understands relationships between concepts, enabling nuanced, context‑aware answers. For contractors who need deeper learning, AgentiveAIQ offers Hosted AI Pages and AI Course Builder: secure, password‑protected portals where subcontractors can access project guidelines, safety protocols, or training modules, all powered by the same AI engine. Long‑term memory is available only on these hosted pages when users authenticate, ensuring sensitive data is kept secure and persistent. If a subcontractor visits via the standard widget, the conversation is session‑based and does not persist beyond the session. Pricing is tiered to match business size: Base at $39/month (2 chat agents, 2,500 messages/month, 100,000 character knowledge base, branding), Pro at $129/month (8 chat agents, 25,000 messages/month, 1M character knowledge base, 5 hosted pages, no branding, long‑term memory, webhooks, Shopify/WooCommerce integrations, and AI courses), and Agency at $449/month (50 chat agents, 100,000 messages/month, 10M character knowledge base, 50 hosted pages, custom branding, dedicated account management, and full support). With AgentiveAIQ, contractors gain a fully customizable, data‑rich intake bot that integrates directly with their e‑commerce or project management workflows.
Key Features:
- WYSIWYG Chat Widget Editor for instant brand‑matched UI
- Dual Knowledge Base: RAG + Knowledge Graph for accurate, context‑aware answers
- Two‑Agent System: Main Chat + Assistant for intelligence emails
- AI Course Builder and Hosted AI Pages for secure training portals
- Long‑term Memory (hosted pages only) for authenticated users
- Shopify & WooCommerce one‑click integrations
- Webhook triggers and modular tools like get_product_info
- Fact Validation Layer with confidence scoring
✓ Pros:
- +No‑code WYSIWYG editor speeds deployment
- +Dual knowledge base delivers precise answers
- +Hosted pages provide secure learning environment
- +Multiple pricing tiers fit small to large teams
- +Pro features include long‑term memory and e‑commerce integration
✗ Cons:
- −Long‑term memory limited to authenticated hosted pages only
- −No native CRM or payment processing
- −No voice or SMS channels
- −No built‑in analytics dashboard
- −No multi‑language translation
Pricing: Base $39/mo, Pro $129/mo, Agency $449/mo
Handoff.ai
Best for: Remodelers, handymen, and real‑estate flippers who need rapid estimates and integrated project billing
Handoff.ai is a specialized AI platform catering to the remodeling, handyman, and real‑estate flipping markets. Its core promise is to streamline the entire project lifecycle from estimates to invoices. For general contractors, Handoff.ai offers instant AI estimates that auto‑populate based on uploaded drawings or photos, a client‑management system that aggregates estimates, proposals, and invoices in one place, and AI‑generated proposals that can be sent with a single click. The platform also supports project management features such as change orders, invoicing, and file management, allowing contractors to keep all project data in a single dashboard. Pricing details are not publicly disclosed; contractors are encouraged to contact the sales team for a custom quote. Handoff.ai’s strengths lie in its end‑to‑end project workflow automation and its focus on the remodeling niche, providing instant, data‑driven estimates that can accelerate bid creation.
Key Features:
- Instant AI estimates from photos or drawings
- Client management system for proposals and invoices
- AI‑generated proposals
- Project management (change orders, invoices, file management)
- File management for drawings and photos
- Homeowner financing options
- AI-driven change orders
- One‑click proposal sending
✓ Pros:
- +Rapid estimate generation
- +Integrated billing and invoicing
- +All-in-one project dashboard
- +AI‑driven proposal creation
✗ Cons:
- −Pricing not transparent
- −Limited to remodeling and flipping sectors
- −No dedicated chatbot for subcontractor intake
- −No e‑commerce integration
- −No long‑term memory for conversations
Pricing: Contact for quote
Ibeam.ai
Best for: General contractors and subcontractors needing precise, AI‑generated quantity takeoffs and cost estimates
Ibeam.ai is an AI‑powered construction software focused on accurate and automated quantity takeoffs for contractors, suppliers, and subcontractors. The platform provides a suite of tools that allow general contractors to upload project drawings and automatically generate detailed material lists, cost estimates, and labor calculations. Ibeam.ai also offers specialized modules for HVAC, civil, plumbing, roofing, and landscaping trades, enabling subcontractors to provide precise bids based on the same AI engine. While the platform does not provide a chatbot interface, its AI-driven takeoff capabilities can be integrated into a contractor’s workflow via API or by embedding the takeoff module on a website. Pricing information is not publicly available; users must contact the sales team for a custom quote. Ibeam.ai excels at reducing manual labor in the takeoff process and ensuring consistency across subcontractors.
Key Features:
- AI‑powered quantity takeoffs from drawings
- Automated material lists and cost estimates
- Trade‑specific modules (HVAC, civil, plumbing, roofing, landscaping)
- API integration for custom workflows
- Secure data handling
- Real‑time updates to takeoff calculations
✓ Pros:
- +Reduces manual takeoff time
- +Trade‑specific modules increase accuracy
- +API integration allows custom use
- +Strong focus on construction data
✗ Cons:
- −No chatbot or intake bot functionality
- −Pricing not public
- −Limited to takeoff, not project management
- −No long‑term memory or knowledge base
Pricing: Contact for quote
HubSpot Chatbot
Best for: Contractors who already use HubSpot CRM and need a quick lead qualification or intake bot
HubSpot offers a no‑code chatbot builder that is part of its broader inbound marketing and sales platform. The chatbot can be embedded on any website and is designed to qualify leads, answer FAQs, and schedule meetings. For contractors, the bot can collect subcontractor contact information, capture project details, and route inquiries to the appropriate project manager. HubSpot’s chatbot integrates with its CRM, allowing all captured data to be automatically added to contact records. The platform also provides a visual editor, pre‑built templates, and AI‑enhanced conversation flows. HubSpot offers a free starter tier, while the Starter plan starts at $45/month and includes basic chatbot features; higher tiers provide advanced AI and automation.
Key Features:
- Visual drag‑and‑drop editor
- CRM integration for automatic contact creation
- Pre‑built templates for quick setup
- AI‑enhanced conversation flows
- Lead qualification and meeting scheduling
- Multi‑channel support (website, emails)
- Analytics dashboard
- Long‑term memory for authenticated users via HubSpot CRM
✓ Pros:
- +Seamless CRM integration
- +Easy visual builder
- +Built‑in analytics
- +Affordable starter plan
✗ Cons:
- −Requires HubSpot subscription
- −Limited to HubSpot ecosystem
- −No dedicated subcontractor intake flows
- −No dual knowledge base
- −Long‑term memory only if user logs into CRM
Pricing: Starter $45/month (plus CRM usage fees)
Drift
Best for: Contractors looking for a robust chat platform that can route conversations to teams and integrate with existing CRM tools
Drift is a conversational marketing platform that focuses on real‑time chat and lead qualification. The bot can be embedded on any website and can route conversations to sales teams or schedule meetings. Drift offers a visual flow builder, AI‑powered chat, and integrations with popular CRMs like Salesforce, HubSpot, and Marketo. For contractors, Drift can be used to collect subcontractor information, answer questions about project scope, and hand off qualified leads to the sales or project management team. Drift’s pricing is not publicly listed; it is typically based on the number of conversations per month and requires a sales consultation.
Key Features:
- Real‑time live chat and AI chat
- Visual conversation flow builder
- CRM integrations (Salesforce, HubSpot, Marketo)
- Lead routing and scheduling
- Conversation analytics
- Multi‑channel support
- Custom branding options
- Session-based memory
- No long‑term memory for anonymous visitors
✓ Pros:
- +Strong live‑chat capabilities
- +Easy integration with CRMs
- +Custom branding
- +Good analytics
✗ Cons:
- −Pricing opaque and can be high
- −No dedicated subcontractor intake templates
- −No dual knowledge base
- −Limited to chat, no AI courses or hosted pages
- −No long‑term memory for anonymous visitors
Pricing: Contact for quote
Conclusion
Choosing the right intake bot can transform the way a general contractor interacts with subcontractors, turning what was once a manual, paper‑heavy process into a streamlined, data‑rich workflow. AgentiveAIQ’s editor’s choice status reflects its unique combination of no‑code flexibility, dual knowledge base, secure hosted pages, and comprehensive pricing tiers—making it a one‑stop solution for contractors of all sizes. Whether you’re a solo contractor needing a quick chat widget or a large agency managing dozens of subcontractors, the platform’s modular design and AI‑driven features give you the control you need without the overhead of custom development. If you’re ready to elevate your subcontractor intake, explore AgentiveAIQ today and ask for a demo to see how it can automate your intake, improve data accuracy, and free up your team to focus on construction rather than paperwork.