Subcontractor invoice intake
Invoices arrive by email. AI reads the vendor, job, cost code and amounts, checks them against the subcontract and sends them for approval before they reach accounting.
Construction
Workflow automation for construction companies
Invoices, change orders and job reports that move on their own, with a person approving what matters.
Our construction workflow automation handles the paperwork that sits between the site, the office and accounting: subcontractor invoices, change orders, RFIs and job-cost reports. AI reads and routes the documents, a person approves anything that touches money or contracts, and every step is logged so you can see what happened.
Where the time and money leak
Construction teams lose time and margin in the gaps between systems: invoices sitting in inboxes, change orders agreed by phone and never recorded, and job-cost reports built by hand days after the fact. Automation closes those gaps without replacing your accounting or project tools.
Each gap looks small on its own. An invoice waits a week for the right project manager to see it. A change agreed on site never makes it into the contract, so it is never billed. The owner asks how a job is tracking and someone spends an afternoon in spreadsheets to answer. Closing these gaps protects margin without adding staff.
Five workflows we build for contractors
Most contractors do not need a new platform. They need the documents that already arrive every day to reach the right person and the right system without being retyped. These five workflows cover the paperwork that costs field and office teams the most time, and each one can start on its own.
Change order capture and tracking
Each change is recorded when it is agreed, linked to the job and contract, approved and passed to billing so it is not lost.
RFI and submittal tracking
Every RFI and submittal has an owner, a due date and automatic reminders, with status the whole team can see.
Daily logs and field reports
Notes, photos and voice memos from site become a short daily summary for the project manager and the owner.
Job cost and WIP reporting
Costs, billings and progress pulled into a regular report for owners, without someone building it by hand.
How construction workflow automation connects to your tools
We connect to the tools you already run the business on: QuickBooks or your accounting system, spreadsheets, email, SMS, and the project management software your team uses in the field. We confirm on the first call exactly what can be connected, and we tell you plainly if something cannot.
Moving documents between those tools is AI workflow automation. Job cost and WIP views are built as KPI reporting and dashboards. Tasks that need judgment, such as reading a long email thread about a disputed invoice, can go to an AI agent with approval steps. The full list is on our tools we connect page.
Approval and audit
On a construction job, the costly mistakes are payments and contract changes. So we set who approves what before anything goes live: project managers approve invoices against their jobs, owners approve anything above a threshold you choose, and every change order needs a sign-off. Every action is logged.
- Who approves what: each workflow has named approvers by job, role or amount.
- Thresholds: small, routine items can move faster; anything above your limit goes to an owner.
- Audit trail: what arrived, what the AI read, who approved it and what changed in which system, with dates.
For a closer look at these workflows, read AI workflow automation for construction companies and subcontractor invoice processing with AI. If you are comparing vendors, our guide on how to choose an AI agent development company lists the questions worth asking.
Examples
Construction work we have shipped
These projects deal with the same problems contractors face every week: documents arriving from many places, approvals chased by phone, and owners waiting for numbers. Each case study covers the problem, what we built and which systems it connects.
Construction and real estate
Real estate and construction workflow automation
One system covering construction projects, sales, HR and inventory, with leadership able to see every project in one place.
Construction
Property management CRM for home builders
A CRM giving home builders one view of property tours, sales and performance across regions.
Case study
Finance and AR automation
Invoicing, payment reminders and collections connected to QuickBooks, with CRM updates and SMS notices.
FAQ
Questions from contractors
Contractors usually ask the same four things before starting: whether we replace their project software, whether AI can read subcontractor invoices reliably, whether a smaller firm is too small for this, and how change orders are handled. Here are the short answers.
Do you replace our project management software?
No. We work alongside your accounting and project tools and build only the missing pieces.
Can AI read subcontractor invoices reliably?
It extracts the details and flags anything unusual. A person approves before anything is paid or posted.
We are a small contractor. Is this too big for us?
We start with one workflow, such as invoice intake, and prove it before anything larger.
How do you handle change orders?
We capture each change as it is agreed, link it to the job and contract, and route it for approval so it reaches billing.