Illustrative example — this shows how a job like this typically runs, not a specific client engagement. Figures are representative, not measured outcomes.
Embedding AI Agents Into a Construction Company's Project Workflow
How connecting five separate systems, and giving a few of them an agent to watch over, stopped project managers doing the same job four times.
Where they started
A single approved variation had to be logged in the project management platform, re-typed into Xero to bill the client, emailed across for a paper trail, and filed for the project record — the same information, retyped by hand into four places. RFIs sent to consultants sat in personal inboxes with no shared view of what was outstanding or overdue.
Nothing was really broken — the systems all worked — but nobody had connected them, and a slipping program or an unanswered RFI only surfaced when someone happened to notice, usually later than it should have.
Where the hours were actually going
From the first read-throughA variation logged once had to be manually re-entered into the project system, Xero, an email to the client, and the site file.
Requests to consultants and engineers lived in personal email with no shared record of what was outstanding or how overdue it was.
A site falling behind schedule usually only became visible at the next site meeting, days after it started slipping.
Every tool in use had an API. Nobody had connected them — the work had just always been done by hand.
The nine-day build
Done in 9 business daysConnecting the systems
Wired the project management platform, Xero and the site email inbox together, so an approved variation only has to be entered once.
Agents that watch, not just move data
Built agents that watch for a program starting to slip, an RFI going unanswered past its due date, or a variation ready to bill, and draft the next action — a chase-up email, a billing entry, a flag on the site dashboard.
A person still signs off everything
Every drafted action lands in a review queue for a project manager to approve, edit or dismiss — nothing goes out or gets billed without a person seeing it first.
Rolled out site by site, and handed over
Rolled the system out across live sites one at a time, trained the project managers on the review queue, and handed over documentation for the connections and rules.
What was handed over
- The project management platform, Xero and site email connected and kept in sync
- Agents watching for slipping programs, overdue RFIs and billable variations
- A review queue where a person approves every drafted action before it goes out
- Documentation of every connection and rule, handed to the internal team
What we built it with
We pick tools with low ongoing licence costs, solid privacy, and no lock-in — so you can take the work elsewhere if you ever want to.