Automation for construction companies and contractors

Project coordinators spend their weeks chasing certificates of insurance, lien waivers and pay apps, then re-keying everything into accounting. The chasing runs on a schedule, the documents file themselves, and the coordinator's week goes to the jobs.

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What this costs you today

A general contractor with a dozen active jobs has hundreds of subcontractor documents in flight: certificates of insurance that expire, lien waivers that have to arrive before a check goes out, pay applications that arrive in five formats. A coordinator tracks all of it in a spreadsheet and chases by phone and email.

Daily logs from the field sit in an app or on paper until someone rolls them up. Job cost reports get built by exporting from accounting and the project system, then reconciling the two by hand. Owners and lenders want the same draw package every month, assembled from scratch.

Call a fully loaded coordinator $45,000 a year, as an illustration. Two coordinators spending half their week chasing documents and building reports is about $45,000 a year on work with fixed rules and fixed dates.

What CBIT builds instead

We build a compliance tracker that reads your subcontractor list and the documents on file. Expiring certificates trigger a request to the sub 30 days out, then reminders on a schedule. A sub with a lapsed certificate is flagged on every pay app until it is fixed.

Lien waivers are requested automatically when a pay app is approved, matched to the payment when they arrive, and filed to the job. A check does not go out without a matching waiver on file, and accounting can see why.

Pay apps and invoices from subs are read, matched to the schedule of values and the contract balance, and queued for the project manager's approval with the numbers already checked. Approved amounts flow into accounting without re-keying.

Daily logs, job cost and draw packages are rolled up on a schedule from the systems you already use. The project manager reviews a report instead of building one.

Three scenarios we see on these teams

The shape of a typical engagement, with the names left out. Hours are illustrations of what a team this size usually gets back.

Scenario 1

Certificates of insurance and sub compliance

About 6 hours a week back

Before

A coordinator keeps a spreadsheet of 80 subs and their certificate expiry dates, checks it weekly, emails the ones expiring, and follows up when they do not reply. Lapses are found when an auditor or an owner asks.

After

Expiry dates are read from the certificates on file. Requests and reminders go out automatically. A live list shows who is compliant, who is expiring and who is lapsed, and lapsed subs are flagged on their pay apps.

Scenario 2

Lien waivers and pay applications

About 8 hours a week back

Before

When a pay app is approved, accounting emails the sub for a waiver, waits, follows up, and holds the check. Waivers arrive as PDFs in different mailboxes and get matched by hand. Checks go out late, or worse, without a waiver.

After

Approval triggers the waiver request with the right amount and form. Arriving waivers are matched to the payment and filed. Accounting sees a list of payments cleared to release and payments waiting on a waiver.

Scenario 3

Weekly job cost and monthly draw packages

About 10 hours a week back

Before

A project manager exports costs from accounting and commitments from the project system every Friday, reconciles them in a spreadsheet, and builds the report. The monthly draw package for the lender takes two days of the same work.

After

Costs and commitments are pulled and reconciled automatically. The weekly report and the draw package are generated on schedule, with differences between the two systems listed for review.

Tasks we see on these teams

Plain automation

Automate chasing invoices, statements and signatures

Reminders go out on schedule. The team sees only the accounts that need a conversation.

Automation, AI where needed

Automate renaming, sorting and filing documents that arrive by email

They land in the right place, named the right way, the moment they arrive.

Plain automation

Automate the weekly report that only one person knows how to build

It builds itself every Monday at 6am. Nobody has to know how anymore.

Plain automation

Stop re-keying the same data into two systems

Type it once. The second system is updated for you, every time.

Run your own numbers.

Set to a typical team doing this work by hand. Change it to match yours.

People doing this work

Hours each, per week

Half an hour counts. 40 is a full week.

Fully loaded cost per person, per year

Salary, benefits, taxes, overhead. $45,000 is an illustration; set it to yours.

$45,000

Time spent on this task

40 hrs / week

About 2,080 hours a year of a person's time.

Labor value of that time: $45,000 / year
Your project price: Fixed quote after a free evaluation

Tell us about this task Share these numbers

These figures show the value of time spent on the task, not a project quote or guaranteed cash savings. We will help estimate what can realistically be automated.

Other industries

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The Automation Inventory. $500, credited in full toward your first build. Optional: if you already know the task, the evaluation and the quote are free.

How the Inventory works

Tell us about the task your team keeps doing by hand.

Every morning, every Friday, or every time an order comes in. Small tasks and larger workflows are both welcome. The evaluation is free, and if we take it on, the first deliverable is running in your operation within 14 days, guaranteed.

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