For contractors running 3+ live sites
60+ hrs
a month of coordination time returned to supervisors
3
workflows we automate first: PO confirmations · site-to-report · timesheet exceptions
Why now
Field data is produced on site all day (photos, diaries, delivery notes) but reaches the office days later. We capture it the moment it is created so reports and schedules stay current.
With material prices moving, a PO that isn't confirmed on time means a crew stood down. Automated PO tracking flags unconfirmed orders before the delivery date, not after.
What we fix
You do this by hand: POs and supplier confirmations chased by phone and email.
We build this: PO confirmation tracker: every PO is logged, suppliers get confirm-by reminders, anything unconfirmed is escalated to the PM.
Result: No crew stood down waiting on a delivery nobody confirmed.
You do this by hand: Subbie paperwork and updates spread across calls, email and WhatsApp.
We build this: Scheduled check-ins that collect insurance, RAMS and certificates and flag what is missing.
Result: Missing or expired items reach the PM before the trade starts on site.
You do this by hand: Friday progress reports stitched from photos, diaries and spreadsheets.
We build this: Site-to-report workflow: foremen submit from a phone form; the report is compiled for you.
Result: The PM reviews the report instead of assembling it.
You do this by hand: Nobody is sure which drawing revision is current on site.
We build this: Central document control that pushes a current-revision notice to site when a drawing changes.
Result:
You do this by hand: Timesheets arrive on paper, texts and apps.
We build this: One timesheet form plus an exception check before the payroll run.
Result: Payroll runs on clean data, with fewer correction runs.
What we build
01
Every PO sent is logged; suppliers get an automatic confirm-by reminder; anything still unconfirmed ahead of the delivery date is escalated to the PM.
Expected impact
Unconfirmed POs surface before the delivery date, with the supplier and PM named.
PO lifecycle
PO sent
Logged automatically
Confirm-by reminder
Sent to the supplier
Confirmed
Delivery date locked
Branch: Not confirmed
Escalated to the PM
Delivered
Crew supplied on time
02
Foremen submit photos, notes and quality checks from a phone form; we compile them into the client progress report and flag tasks running behind the master schedule.
Expected impact
Reports are compiled from what foremen already submit; schedule lag is flagged automatically.
Site to office
Site photos, Diary notes, Quality checks feed into Site-to-report workflow (Compiled and checked against the master schedule), which updates Weekly progress report, Schedule lag alert (Tasks behind the critical path).
03
Crews log hours in one form; we flag missing days, overtime spikes and hours booked to closed jobs before the payroll run.
Expected impact
Exceptions are caught before the payroll run, not after payslips go out.
Payroll exception check
All timesheets
One form for every crew
Exception check
Missing day · overtime spike · closed job
Branch: Flagged
Reviewed before the run
Clean to payroll
How it goes live
Four steps, one workflow live at a time
Subcontractor data capture
Trades upload their documents once and credentials are checked automatically, so nobody re-enters them for every project.
Schedule-to-field link
Field reports are tied to the master schedule, so you get a warning as soon as a task starts lagging the critical path.
Compliance evidence collection
No payment release until permit, inspection and safety log are on file — enforced automatically.
Procurement & finance alignment
Materials approvals run through one route, so finance knows what is on order and when it will be invoiced.
Payment release gate
Payment is held until all three are on file.
What we measure
Daily reporting coverage
Subbie compliance exception rate
Procurement cycle time
Labour-to-admin ratio
Industry signals
FAQ
Next step