One customer request.
A finished proposal.

A customer asks Jordan’s field services company to take on a new building. Follow his Executive Workbench through each step, then open the finished files. The decisions stay with him.

Walkthrough: from request to finished work

Illustrative Fictional company and sample data.

01Read the requestEmail
EmailInbox
FromDana Reyes, Harbor Point PropertiesSubjectEastgate from January

Hi Jordan,
As we discussed, we’d like Calder to take on Eastgate from January 1, at the same service level as Commons. The rooftop units have been neglected, so please include them.
The building profile and the equipment list from the previous manager are attached. Could you send a proposal by Thursday?
- Eastgate-Building-Profile.pdf
- Eastgate-Equipment-List.xlsx
What it foundA new building from January 1, at the Commons service level, plus the neglected rooftop units. Proposal due Thursday.

02Open the attachmentsFiles

FilesEastgate-Equipment-List.xlsx

Equipment list excerpt
Asset	Description	Model	Check
RTU-06	Rooftop unit, 12.5 ton	PK-125
RTU-07	Rooftop unit	—	No model
RTU-08	Rooftop unit	—	No model
AHU-3	Air handling unit	AH-30
AHU-3	Air handling unit	AH-30	Duplicate
ELV-1	Elevator	—	Excluded

Showing 6 of 42 rows.

What it found42 rows, 136 assets once the duplicate AHU-3 is removed. Two rooftop units have no model number. The elevators and the fire alarm panel go to specialty contractors, as at Commons, which leaves 131 in scope.

03Check the accountCRM

CRMAccounts › Harbor Point Properties

Customer since
2025

Site
Harbor Point Commons, 240,000 sq ft

Contract rate
$112 an hour, through December 2027

Terms
Net 30

Commons annual fee
$41,250

Open opportunity
Eastgate preventive maintenance Request received

What it foundPrice Eastgate at the Commons contract rate, with the same terms. Commons gives a cost per square foot to check against.
04Research the buildingWeb
BrowserNo connector for this site
eastgateoffices.example (a made-up address)

Eastgate Office Center
- Floors6
- Size182,000 sq ft
- Built1998
- Rooftop unitsInstalled 2011
What it foundThe size matches Dana’s building profile. The rooftop units are 15 years old, which supports a one-time catch-up service.

05Work the numbersSpreadsheet

SpreadsheetEastgate Pricing Workbook v1 › Scope and hours

Scope and hours
Equipment	Units	Visits a year	Hours per visit	Annual hours
Rooftop units	8	4	3	96
Air handling units	4	4	4	64
Boilers	2	2	6	24
Exhaust fans	12	2	0.5	12
Pumps	6	4	1	24
VAV boxes	96	1	0.25	24
Backflow preventers	3	1	1	3
Total	131			247

$32,864a year: $27,664 labor plus $5,200 filters and belts

$3,944one-time rooftop catch-up

$0.18per sq ft a year, against $0.17 at Commons

What it found247 service hours a year at $112 an hour, plus filters and belts. In line with Commons per square foot; the rooftop units explain the difference.

06Build the proposalDocs

DocsEastgate PM Proposal v1

Calder Field Services

Eastgate, at the service level of Commons.

131assets in scope
$32,864a year, $8,216 a quarter
$3,944rooftop catch-up

Summary, scope of work, pricing, assumptions and next steps.

Draft for internal reviewPage 2 of 5

What it foundFive pages from Calder’s own template. The rooftop catch-up is explained, and the two unconfirmed units are listed as an assumption.

07File it and update the recordFiles and CRM

Files and CRMSaved and updated

Saved to

Clients › Harbor Point Properties › Eastgate › 02 Working Drafts

Eastgate PM Proposal v1
Eastgate Pricing Workbook v1

CRM opportunity

CRM changes
Field	Before	After
Stage	Request received	Proposal drafted · pending pricing approval
Amount	—	$32,864 a year + $3,944 one-time
Next step	—	Jordan approves pricing. Priya sends by Thursday.

What it foundBoth files are where the team will look for them, and the pipeline shows the real status.

08Draft the replyEmail
EmailDrafts
Draft · not sent

ToDana ReyesSubjectRe: Eastgate from January

Hi Dana,
Thanks for sending the Eastgate details. Our proposal is attached: preventive maintenance from January 1 at the same service level as Commons, plus a one-time catch-up service for the rooftop units.
Two of the rooftop units have no model numbers in the list. Could we walk the building next week to confirm them? Tuesday or Wednesday morning works for us.
Best,
Jordan
- Eastgate PM Proposal v1.pdf
What it foundThe reply waits. Jordan approves the pricing, then decides when it goes.

The finished work

Ready for Jordan’s review. Two decisions wait for him.

Approve the pricing at the $112 contract rate.
Confirm two rooftop units that have no model numbers.
Removed a duplicate listed twice.
Excluded five assets that go to specialists, as at Commons.

View the result Steps and sources

Eastgate PM ProposalPDF, 5 pages.Sample file · open Eastgate Pricing WorkbookExcel, with the formulas intact.Sample file · download

How it worksConnections, approvals and where it runs

Where it runs

An AI agent, Codex in ChatGPT or Claude, on Jordan’s computer and signed in as him.

How it connects

Email, files and the CRM through direct connections: each app’s connector or API, including MCP, an open standard for connecting AI apps to tools. The workbook and the proposal are written as files. The browser is used once, for the building’s public listing, which has no connector.

What waits for a person

It asks before it sends, submits, buys, deletes or changes settings. Here the pricing and the reply wait for Jordan.

What a real setup reaches

That depends on the AI plan and the connections you approve. The setup checks what yours includes.

Other work it takes on

Illustrative Fictional companies and sample data.

Qualify new buyers Sales

“We’re launching OatFiber 200, a clean-label oat fiber for bakery doughs. Who should hear about it first, and what should we say?”

Done: ten accounts to contact first, each with a reason; three trade-show leads to check; two duplicates merged; one unproven claim held back; an outreach note drafted, not sent.

See the list and the draft

Ten accounts to contact first

Ten accounts to contact first, with the reason for each
Account	Why first
Northfield Bakehouse	Ordered the fiber blend 9 times this year
Copperline Foods	Largest buyer of the related line
Ridgeway Baking	7 orders of the related line this year
Larkspur Bread Co.	Asked about clean-label fiber in March
Hillcrest Commissary	Reformulating its sandwich bread
Granite Valley Bakery	6 orders this year; asked about fiber claims
Westbrook Bagel Works	Asked for a lower-sugar dough option
Millbrook Provisions	Distributor carrying the related line
Seaside Pastry Group	Moved its fiber business to us last year
Tamarack Baking Co.	A trial of the related line became repeat orders

Checked, merged and held back

3 leads to check before addingPine Hollow Bakery, Brightwater Kitchens and Oak & Ash Bakery asked about new products at the trade show. They aren’t customers yet.
2 duplicates mergedNorthfield Bakehouse had two buyer contacts. “Ridgeway Baking” and “Ridgeway Baking Co.” were one account.
1 claim held backThe product note says a 12-month shelf life, but testing isn’t complete. It’s left out of the draft.
CRM records prepared10 account updates and 3 new leads, ready for review. Nothing created yet.

Draft outreach note · not sent

Hi Sam,

You already order our fiber blend, so I wanted you to hear about OatFiber 200 first: a clean-label oat fiber for bakery doughs. We can send you a sample this month.

I’ll share the full specifications once testing is complete.

Worked from: the customer list in the CRM, the trade-show attendee list, and the product note.

Reconcile a supplier order Operations

“Next week’s menus are set and two residents arrive Monday. Check the order against the census and the pantry count.”

Done: next week’s order for 60 residents, two new lines for diet changes, a milk shortfall caught before Monday, and the supplier order drafted, not sent.

See the order

Next week’s order, for 60 residents

Next week’s order: needed, on hand and to order
Item	Needed	On hand	Order
Chicken breast, lb	54	12	42
White fish fillets, lb	30	0	30
Low-sodium sauce base, qt · new	4	0	4
Soft-diet bread, loaves · new	6	0	6
Whole milk, gal	22	6	16
Cream, qt	10	2	8
Eggs, dozen	30	9	21
Mixed vegetables, cases	14	3	11

What changed and why

Census updated, 58 to 60Quantities cover the two residents arriving Monday.
2 new linesA low-sodium sauce base for Tuesday’s fish, and soft-diet bread for Thursday’s stew.
1 discrepancyThe order guide assumes 12 gallons of milk on hand; the pantry count shows 6. The standing order of 10 would run out Monday, so it orders 16 and asks for a Monday delivery.

Draft supplier order · not sent

Hello,

Next week’s order for 60 residents: chicken breast 42 lb, white fish 30 lb, low-sodium sauce base 4 qt (new), soft-diet bread 6 loaves (new), whole milk 16 gal, cream 8 qt, eggs 21 dozen, mixed vegetables 11 cases.

Could the dairy arrive Monday afternoon instead of Tuesday? Our milk runs out before Tuesday breakfast.

Worked from: the menu plan, the census note, the pantry count, and the supplier’s order guide.

Prepare for a customer meeting Leadership

“Get me ready for tomorrow’s Harbor Point meeting. What did they ask for, what did we promise, and what still needs my sign-off?”

Done: a one-page brief of what was asked, what was promised and what needs sign-off, each point sourced, and a follow-up drafted for after the meeting.

See the brief and the follow-up

One-page brief

Requested: Add Eastgate to the contract from January.Source: Dana’s email
Promised: A proposal by Thursday.Source: Priya’s note
Needs your sign-off: Pricing for Eastgate.Source: Priya’s note
Not in the sources: What Eastgate’s equipment needs. Flagged, not guessed.

After the meeting

Draft follow-up · not sent

Hi Dana,

Thanks for today. To confirm: Calder will take on Eastgate from January 1, and Priya will send the proposal by Thursday.

Could you send the Eastgate equipment list before then?

Worked from: the calendar invite, Dana’s email, and Priya’s note.

One proposal is a task. Every proposal your team writes is a workflow. See what we do

See it on your own work.

See what we do Try the free Workbench kit

One customer request. A finished proposal.