Process automation for construction

Messy documents in. Clean, standardized data out.

We are not off-the-shelf software. We are not a consulting firm. We build one specific tool for one of your workflows, stay with your team to pressure-test it on real documents, and train your people to run it. When we leave, the working tool stays with you.

What arrives scanned quote.pdf invoice in an email body
extract · normalize · validate
What comes outstructured
parsed · mapped to your schema
vendorTri-County Asphalt
doc_idQ-4421
cost_code02-741 Paving
line_items3 · all mapped
subtotal$165,030.00
escalation+10% past 7/15
exclusionstack coat · mobilization
posted to Procore · 1.2sv1 · auto
The cost of paper
~83
days for the average construction contractor to collect on invoiced work, against the ~60-day cross-industry average.
CFMA Financial Benchmarker, via CreditPulse 2025
2–4
hours of estimator time to level a single trade package by hand — 40 to 80 hours per mid-size project.
Trueleveler · Buildr 2025
$280B
cost of slow payments to the U.S. construction industry in a single year, driven by document and approval friction.
Rabbet 2024 Construction Payments Report

Every one of those numbers is a document problem. We fix the documents.

Industry figures. During the workflow audit, we replace them with yours.

What we do

Not a product. Not a deck. Every tool we build does the same job: take unstructured input from outside your company and make it match how your company works.

01 / Extract

Read anything

Every line item, term, and exclusion pulled out of whatever format it arrives in. PDFs, scans, spreadsheets, email bodies.

02 / Normalize

One structure

Everything translated to your standard: your cost codes, your naming, your units. Fifteen formats become one.

03 / Validate

Flag, don't guess

Checked against POs, scope, and history. Anything that doesn't add up gets flagged for a person. Your people make the calls.

04 / Deliver

Into your systems

Clean output lands where your team already works. Sage, QuickBooks, Procore, Excel. No new platform to learn.

notan off-the-shelf software subscription you have to mold your process around and pay for forever.
nota consulting firm that delivers a slide deck of recommendations and walks away.
yesa specific tool built around your workflow, pressure-tested with your team on live documents, with your people trained to run it.
Services

Processes we can automate.

The document workflows where construction firms bleed the most hours. Each is a build we ship in a four-week engagement, configured to your firm, pressure-tested with your team on your own documents, and handed off with your people trained to operate it.

01

Bid leveling

Sub quotes arrive in fifteen formats with scope buried in footnotes. The tool reads every quote and outputs an apples-to-apples comparison your estimator can defend.

3 days→~2 hrs, every gap flagged
02

Invoice & billing management

Reads each invoice, matches it to the PO, codes it to your jobs, builds the cover sheet, routes for approval, syncs to accounting. No rekeying.

3-day lag, miscoded→Same-day, auto-coded
03

Change order & cost code tracking

Approved changes captured from email, RFIs, and daily reports, auto-tagged to cost codes, and tracked through to billing. No more margin leak at closeout.

Found at closeout→Captured live, billed on time
04

Email paper trails for audits

Connects to project email, auto-tags RFIs, approvals, schedule notices, and payment confirmations. Always-ready audit packages for owner reps and pay app backup.

3 weeks of inbox digging→Package in minutes
05

Communication logging

A structured daily log of decisions and directives, auto-tagged by type. The foundation of your claims defense the day a dispute starts — not a scramble after the fact.

Reconstruct after a claim→Tagged record from day one
Custom track

Bring us your document problem.

Same engine, pointed at whatever messy input your operation has. If it arrives messy and needs to end up structured, we can probably build it.

AIA pay apps · G702/G703 lien waivers submittal logs RFI logs certified payroll delivery tickets
Illustrative example · Service 02 in practice

What a build for one specific billing workflow could look like.

The walkthrough below is an illustrative example, not a past engagement. We are pre-revenue and have not yet shipped a production build. The pain and the requirements come from a real conversation with a working controller (his words, in quotes below). The contractor name, numbers, and screens are fictional, used to show how a customized build would actually work.

EXAMPLE Hypothetical contractor. The verbatim quotes are from a real controller. No production deployment yet.
Example contractorBanyan Civil Group (fictional)
SectorFlorida heavy civil
Hypothetical volume~80 active jobs
Engagement shape4 weeks, audit + build
Verbatim, from a working controller

“It's not sexy, but when we have hundreds of pages of receipts and vendor billing backup, and it needs to be formatted into an order with cover sheets that a human can print and understand, it takes me hours to do.”

The build he described wanting

“I want the AI to have a drop box where I put 2 to 300 pages or images, and it spits out the 40 pages I want in the exact order I want, with the little highlights, redlines, white-outs, etc.”

Click any phase above.
Phase 1 / Receive200+ pages drop in.
FAX
DUPLICATE
Trip 7/9, $2,140 cash receipt
received: 0 pages
  • Scans in 4 different orientations
  • Two vendors entered three ways
  • One handwritten receipt, no PO
  • Duplicates only the controller can spot
  • 3 to 5 hours per billing cycle
received: 0 pages
Phase 2 / ExtractAI reads every page.
act / extraction, billing backup
12 exceptions auto-flagged this cycle (target)
Phase 3 / OrderReordered to your spec.
    243 raw pages organized into 10 sections, 40 pages, the controller's spec.
    Phase 4 / AnnotateHighlights, redlines, white-outs applied.
    Page 4 of 40 Vendor backup · Riverside Electric · INV-2084
    Riverside Electric Supply
    2841 NW 17th Ave · Pompano Beach, FL 33069
    Invoice INV-2084 · Date 07/03/2025
    Bill toBanyan Civil Group, Job 24-118
    POPO-1142 (matched)
    Cost code26 05 00 · Electrical
    Conduit, EMT 3/4 in (520 ft)$4,160.00
    THHN wire, #12 (38 spools)$31,920.00$33,520.00
    Fittings, misc.$6,100.00
    Late fee$1,250.00
    Total$42,180.00
    ← Variance vs PO: +4.2% unit price. Flagged for controller review.
    Highlight Redline White-out
    Phase 5 / DeliverPrint-ready, audit-ready.
    Illustrative targets, scoped during the workflow audit. Not historical results.
    243 → 40
    Pages in / out (target)
    Exact order the controller asks for
    3.5 hrs → 9 min
    Time to assemble a package (target)
    PDF pile to print-ready cover sheets
    12 exceptions
    Auto-flagged each cycle (target)
    Duplicates, missing POs, vendor mismatches
    First pass
    Audit-ready output (goal)
    Owner reps and bonding companies
    Output: banyan_billing_jul_2025.pdf · 40 pages · ready for owner

    Run the math on your numbers.

    A rough estimate of what a build like this could save your office. Plug in your reality. The workflow audit gives you the precise number.

    200
    26
    5
    $65
    Hours saved per year
    98 hrs
    Assumes a build like this cuts the work by about 75%. The workflow audit gets you the real number.
    Dollars saved per year
    $6,338
    Hours saved times the hourly rate you set.
    Payback on a $15K scoped build
    2.4 years
    How long the savings take to cover a build of this size.

    Estimates only. Real savings depend on workflow specifics. The workflow audit puts a precise dollar figure on it before any build commitment.

    This is not a generic invoice product with a logo swap. In a real engagement, the drop box, the page order, the redlines, the white-outs, the cover sheet template, and the exception rules would all be shaped to one specific controller's actual workflow. That is the model. The workflow audit is where it gets quantified and scoped.

    If you are evaluating an engagement and want references, ask us. We will be honest about where we are: pre-revenue, validating a customization-first approach with working controllers, ready to take on a first engagement.

    Enterprise security · plain answers

    Built on enterprise AI. The same infrastructure Fortune 500 firms already run on.

    Your documents are processed on the enterprise tier of established AI providers — Anthropic, OpenAI, or Microsoft Azure OpenAI — configured by us for your specific workflow. The security posture below comes from the providers underneath: SOC 2 Type II, ISO 27001, HIPAA, and FedRAMP.

    How we're built

    We don't run our own models, host a SaaS database, or store your documents on our servers. The heavy infrastructure is enterprise-grade and audited. Our job is to wire those pieces into a tool that fits your workflow — and hand it to you.

    Where does my data actually go?

    To the enterprise tier of an established AI provider (Anthropic, OpenAI, or Microsoft Azure OpenAI, picked to match your IT requirements). It is processed and discarded. Your documents are never used to train any model. That is a contractual guarantee from those providers on their enterprise plans, not a promise we are making on our own.

    Anthropic Claude · EnterpriseOpenAI · Enterprise / APIAzure OpenAI
    How is this safer than handing my data to a typical SaaS vendor?

    Because we deliberately don't hold it. We don't store your documents on our servers, we don't run our own AI models, and we don't build a SaaS database that becomes a breach target. The processing happens on enterprise infrastructure with SOC 2 Type II, ISO 27001, HIPAA, and FedRAMP credentials. We are the team that wires those pieces into a workflow that fits your firm.

    Think of us as an integrator using enterprise-grade parts — not another vendor adding a database to your attack surface.

    Do I have to migrate to a new platform?

    No. The tool runs inside the systems you already use. Documents come in through your existing inbox or drop folder. Clean output lands in Sage, QuickBooks, Procore, or Excel, wherever your team already works. There is no new login, no new dashboard for your office to learn.

    SageQuickBooksProcoreExcelSharePointGoogle Drive
    Who owns the tool after the build is done?

    You do. The configuration, the prompts, the cost-code mappings, the rules, the integration code — all yours, documented, handed off, running inside your environment. If we disappeared tomorrow, the tool would keep running. The only ongoing cost is the enterprise AI provider's usage bill, paid directly by you, not marked up by us.

    What about access, audit logs, and compliance?

    We work inside your access controls. If your office uses Microsoft 365, Google Workspace, or a VPN, the tool lives behind the same login. All document processing is logged at the provider level, and we can wire those logs into whatever audit trail you maintain for owner reps or bonding.

    For firms with stricter requirements, we can deploy on Azure OpenAI inside your own tenant, so nothing ever leaves your Microsoft environment.

    What's different about working with you vs. a software vendor or a consultant?

    Off-the-shelf software sells you a generic product and expects you to mold your process to fit it. A consulting firm hands you a slide deck and walks away.

    We build a specific tool for one of your workflows, stay with your team to pressure-test it on live documents, and train your people to operate it. When we leave, the working tool stays — and your team knows how to run it without us.

    Enterprise AI underneath. Your systems on top. A tool that's actually yours in the middle.

    How we work

    Eight weeks. Three stages. Starts with a workflow audit.

    Weeks 1–2 · Workflow audit

    Embed

    We sit with your estimators and your back office, map how documents actually move, and find where time and money leak. You get a written audit with a dollar value on the gaps. No generic playbook — your workflow, your numbers.

    Weeks 3–6 · Build

    Build & pressure-test

    We build the tool for your priority use case, configured to your cost codes and your systems. We stay with your team and run it on your real documents every week, breaking it on edge cases until it holds up under your actual workload.

    Weeks 7–8 · Hand off

    Train your team & hand off

    We sit with the people who will use the tool every day, walk them through it on live work, document every prompt and rule, and stay available for 90 days of support. Your team owns the tool, not a vendor relationship.

    Every engagement starts with a paid workflow audit. No commitment to build.