Sub paperwork before mobilization
Expired or missing certificates of insurance, W-9s and unsigned subcontracts get chased by email, often after the crew is already on site.
AI operations for owner-operated general contractors
Stop running your office on inboxes and memory.
We build the follow-up and document-chase systems your office does by hand: subcontractor paperwork, lien waivers, change orders. It is a done-for-you engagement, priced $5k–$25k depending on scope.
Book a 30-minute operations review
For GCs and builders at roughly $1M–$20M in revenue.
Where your office hours leak
Typical patterns in GC back offices
These are common patterns, not claims about any specific firm. If two or three sound familiar, the work is probably automatable.
Lien waivers before each pay app
Conditional and unconditional waivers trickle in. Someone has to know who is still missing before the pay application goes out.
Change orders that go quiet
Requests sit unanswered, the work gets done anyway, and the disagreement shows up at billing.
Pay apps built from five inboxes
Assembling backup means digging through the PM’s email, the accountant’s email, a shared drive and a spreadsheet.
Bid invites and RFIs
Bid-invite follow-up and RFI status live in someone’s head or a sheet that is always a little out of date.
Punch list and closeout chase
Warranties, as-builts, O&Ms and final waivers get chased one subcontractor at a time at the end of a job, when everyone is tired.
What we build
Three example systems
Each is an illustrative example workflow. Your engagement is scoped around your documents, your pay-app calendar and your approval rules.
A. COI / W-9 expiry watcher
- TriggerA certificate expiry date approaches, or a required document is missing for a subcontractor on an active project.
- Automated actionThe system drafts a reminder to the subcontractor and repeats it on a sequence you define.
- Human approvalThe PM gets a flag. Outbound messages are approved or auto-sent only under the rules you set.
- OutputAn updated compliance tracker and a short list of subs who are not yet clear to start or continue.
B. Lien-waiver and pay-app document chase
- TriggerA pay-app date on your calendar gets close.
- Automated actionThe system checks which waivers and backup documents are in, and drafts requests to the subs still outstanding.
- Human approvalThe office manager reviews the outstanding list and the drafted messages before anything is sent.
- OutputA pay-app checklist with received and missing items, and documents filed in the right project folder.
C. Change-order follow-up and owner digest
- TriggerA change-order request is logged and gets no response within the window you choose.
- Automated actionThe system drafts a follow-up and adds the item to a status digest.
- Human approvalThe PM approves follow-ups. The owner decides what to escalate.
- OutputA regular digest to the owner: open, approved and stalled change orders.
What these typically connect to
Email, a shared drive, Google Sheets, and your existing project software, such as Procore or Buildertrend, where an API or export exists. We build around the tools you already use.
Feasibility comes first
Whether a given connection is possible depends on your plan, permissions and what your software exposes. We confirm that in the operations review, before you commit to anything.
How an engagement works
Five steps, with a human in the loop
Operations review (30 minutes)
We walk through how paperwork, waivers and change orders move today, and confirm which connections are feasible.
Written scope and fixed price
You get the workflows, integrations, approval rules and price in writing before any build starts.
Build
We build and test against your documents and calendar. The schedule is set in the written scope, not promised on this page.
Supervised run
The system runs live with a person approving outbound messages. Typically this covers one or two pay-application cycles, depending on your calendar.
Handoff and documentation
We hand over written documentation of what was built, how to adjust the rules, and who has access to what.
Pricing framing
$5k–$25k, set by scope
The price depends mainly on how many workflows we build and how many systems they have to connect to. You get one fixed price in writing after the review.
| Scope shape | Typical range |
|---|---|
| One focused workflow, email, drive and spreadsheet only | Toward the lower end of $5k–$25k |
| Two or three workflows, one project-software connection | Mid-range |
| Several workflows, multiple integrations, custom approval rules | Toward the upper end |
We do not publish a delivery-time guarantee, and we do not promise savings or results. Timing is agreed in your written scope.
FAQ
Straight answers
Do you replace our project software?
No. Procore, Buildertrend or whatever you use stays your system of record. We add follow-up and document-chase automation around it.
Who actually sends messages to my subcontractors?
Our system drafts them, or sends them, only under the approval rules you set. At the start, a person approves outbound messages. Any move to auto-send is your decision, for specific message types.
What about data access and security?
We ask for least-privilege access: only the mailboxes, folders and sheets the workflow needs. No credentials are stored in this page or its form, and you should never type a password into the form. Access details are agreed in the written scope.
Lien-waiver and compliance rules vary by state. How do you handle that?
We automate your own documents and reminders. We give no legal advice and do not decide what is sufficient or compliant. Your attorney owns the forms and the rules, and the system uses the versions you give us.
What don’t you do?
- Give legal, tax or insurance-compliance advice.
- Draft, approve or file lien forms, or decide whether a certificate meets your requirements.
- Release payments or make pay decisions.
- Replace your project management or accounting software.
- Guarantee results, savings or timelines.
Intake
Tell us how your office runs today
A few details help us prepare for the review. A person reads every submission and replies by email. Do not include passwords or sensitive credentials.
See whether your paperwork chase can be automated
A 30-minute review covers your workflows, your tools and what is feasible. No obligation.