Let me start with a question:

Is anyone still apprehensive about diving into AI? If you are, you’re not alone. There’s still a mix of curiosity and hesitation across our industry. There’s pressure to figure it out, but also uncertainty about where to start and how it actually fits into your day-to-day business. I’ll tell you what I did. I tested two different AI tools at the same time (side by side) to see what worked best for me and what I was trying to accomplish. I quickly learned which one aligned better with what I was trying to do.

I highly recommend this approach because it’s one of the fastest ways to cut through the noise and move from “apprehensive” to “in control.” But as I’ve spent more time using AI, and especially after sitting down with Trent Cotney for this conversation, he shed some light on the need to address the other side of AI. While so many people are focused on whether AI is going to take jobs away, Trent explains how it’s actually creating more administrative work. And not just a little. It’s a lot more work and in the office where time is already limited and every minute matters.

Here’s what Trent explains what’s happening: A contractor sends over a proposal.

The customer drops it into an AI tool and asks: “Are there any risks in this contract?” Suddenly, the contractor gets an email back with a list of flagged items. Now multiply that across multiple jobs and a list of AI generated questions that are all valid questions, but now they’re coming faster, more detailed, and more frequently than ever before.

And suddenly, what used to be a straightforward sales process turns into multiple rounds of clarification that results in more emails, more revisions and more back-and-forth. That’s more administrative work before a project even gets started. This is exactly what Trent highlights—and it’s a shift every contractor needs to be aware of. AI isn’t replacing your role. It’s expanding your workload in a different way. Which means the opportunity isn’t just learning how to use AI internally, it’s learning how to respond when your customers are using it against your process.

The main takeaway here is don’t get stuck in the trap of replying to every AI-generated question over email. Pick up the phone, have the conversation and lead the process.

Because while AI can analyze your contract but it doesn’t understand the full context of your business, your experience, or the realities of the jobsite. That’s still where you win and that’s where relationships matter more than ever. That means take advantage of the opportunity to communicate with your client and show your strength! Customer service can go a long way to close the business.

AI isn’t taking your job—it’s changing your workflow. And the contractors who recognize that early, adjust how they communicate, and stay proactive will be the ones who continue to lead and win the business!

I’d love to hear from you too! What AI tools are you using? What’s working? What’s not? What have you found that actually makes your business better? Because the more we share what’s working, the faster we all get better.