Construction Automation Agency
Automation for Construction Companies
Construction runs on thin margins, multiple moving parts, and subcontractors you don't directly control. Quotes go unanswered, variations go undocumented, and progress claims go out late because the information never made it from site to office. We connect your systems so it does.
How We Automate Construction Operations
We connect your site and office systems so information flows in real time and nothing gets lost.
We map your project lifecycle from tender to close out
Most construction businesses find 10-20 hours per week of administrative work that runs on memory and manual effort. We map it, cost it, and prioritise what to automate first.
We automate across your site and office
Quote follow ups go out on schedule without anyone remembering to chase them. New subcontractors receive an automated onboarding pack - insurance certificates, induction documents, compliance statements, with reminders that escalate until everything is returned. Variations are captured on a form, routed for approval, and logged automatically. Progress claims pull from your project management system and generate in your accounting platform without manual rekeying. Completion milestones trigger invoices. All connected to the tools you already use such as Procore, Buildertrend, Buildxact, Xero, MYOB, and more.
We test, deploy, and train your team
Every workflow is tested against real project data before going live. We monitor for 30 days, adjust as your team adapts, and train your estimators, project managers, and admin staff. Site teams get simple mobile-friendly touchpoints. Office teams keep working in the tools they already know.
Fifteen hours a week. That’s what we were losing to copying data between our CRM and our accounting software. Koray built an automation, and it dropped to zero.
Two hours a day, every day, moving data between our practice management system and Xero. Koray fixed it in a week.
It just runs. I keep waiting for it to break, and it doesn’t.
I was sceptical. Construction isn’t exactly a software industry but we were losing quotes because we weren’t following up fast enough
Koray set the whole thing up, walked us through it, and then it just worked.
Every enquiry gets a response in minutes and lands in the right pipeline automatically.
Tax season used to mean late nights moving client data between systems. This year, we didn’t do any of that.
Manual Vs Construction Software Vs Invulnerable
| Manual | Construction Software | Invulnerable . | |
|---|---|---|---|
| Quote follow-up on schedule without manual reminders | |||
| Subcontractor compliance collected and tracked automatically | |||
| Variations documented, approved, and logged without phone calls | |||
| Progress claims generated from project data without rekeying | |||
| Milestone-triggered invoicing | |||
| Works across Procore, Buildertrend, Buildxact, Xero, MYOB |
Your project management software tracks the job. We automate the work around it.
Common Automations for Construction
Thirty days after onboarding begins, an automated workflow surveys your client, pulls milestone data from your project tools, generates an AI written retrospective, and flags anyone who needs a recovery call. Every onboarding teaches the next one.
A project manager fills out a short form after a discovery call. Within minutes, AI drafts a full Statement of Work into your branded template, routes it through Slack for internal approval, and sends it to the client for signature.
When a project closes in your PM tool, this automation collects every contract, deliverable, and sign off from across your systems, organises them into a standardised archive folder, and generates a summary PDF. No manual cleanup required.
Capture scope changes on site, generate costed PDFs, route them through internal approval and client e signature, and log everything automatically. No verbal agreements, no lost paperwork, no payment disputes.
When a new contract lands in your cloud folder, an AI agent extracts the text, checks every clause against a risk framework, and sends your team a structured memo flagging the problems that actually matter. Preliminary review drops from hours to minutes.
When a new contractor lands in your HR system or Airtable base, this automation generates a complete document bundle, sends it as a single signing package through PandaDoc, and updates your records the moment everything is signed.
When a deal hits the proposal stage in your CRM, this automation pulls the client name, scope, pricing, and line items, then merges everything into a branded template. The finished PDF lands back on the deal record and in the prospect's inbox without anyone touching a document.
When every party signs a document in DocuSign or PandaDoc, this automation downloads the completed PDF, renames it to your filing convention, stores it in the right client folder, and notifies the account manager. No manual downloading, no misfiled contracts.
A scheduled workflow scans your contracts database daily, flags renewals at 30, 14, and 7 day intervals, and sends tiered alerts to account managers and leadership so nothing expires unnoticed.
When a new client is created in your CRM, this automation builds their billing profile, generates the first invoice, sets up recurring payments, and sends a secure link to collect their payment method. No manual data entry between systems, no forgotten first invoices.
When a project is marked complete in your project management tool, this automation pulls billable hours and rates, generates a branded PDF invoice, and emails it to the client with payment instructions. A copy lands in the client folder without anyone lifting a finger.
An AI agent that turns your meeting recordings into structured summaries, assigned action items, and tracked tasks across Slack, Asana, and Notion. No more post meeting admin, no more forgotten decisions.
When a new client record lands in your CRM with a signed engagement letter, a prefilled contract is automatically generated and sent for e signature. No copying, no delays, no forgotten clauses.
When a prospect opens your proposal, this automation logs the view in your CRM, pings the assigned salesperson on Slack, and sends a templated follow up email if the document stays unsigned after 48 hours.
Automatically converts approved quotes into signed service contracts with warranty terms, payment schedules, and scope definitions. No manual paperwork, no verbal agreements, no disputes three months later.
When a vendor sends a contract, AI extracts payment terms, liability caps, termination clauses and auto renewal dates into a structured row. Your procurement team can then compare every vendor agreement side by side, spotting bad deals before anyone signs.
An AI agent reads every email in your shared inbox, classifies it by type, and sends an appropriate response within minutes. New enquiries, support questions, billing issues, and spam all get handled automatically, around the clock.
Automatically draft personalised welcome emails for every new client using AI and their intake form data. Your team reviews and approves each one in Slack before it sends, so every client gets a warm, specific first impression without anyone spending 20 minutes writing it.
An automated agent monitors your Google and Yelp reviews, classifies each one by sentiment, drafts a response that matches your tone, and posts it. Negative reviews get routed to you for approval first. Your response rate stays near 100% without you writing a single reply.
Automatically send clients a confirmation with preparation checklists, intake forms, and documents tailored to their appointment type. They show up ready. You stay on schedule.
Automatically send a confirmation email at booking, a text the day before, and a final SMS an hour out. Clients show up, your calendar stays full, and your front desk stops making reminder calls.
Automatically generate a structured onboarding checklist for every new client, assign tasks to the right team members, track completion in real time, and escalate overdue items before anyone has to ask.
Automatically send clients a personalised portal requesting the exact documents you need, chase them with timed reminders, and update your CRM the moment everything lands. No emails. No phone calls. No spreadsheets tracking who sent what.
When a deal closes in your CRM, a timed sequence of personalised review requests goes out via email and SMS. Customers get a direct link to your Google review page while their experience is still fresh, and your team never has to remember to ask.
What construction software do you integrate with?
We work with Procore, Buildertrend, Buildxact, CoConstruct, Xero, MYOB, QuickBooks, and most project management and accounting platforms used in Australian construction. If yours isn't listed, we check compatibility in the audit.
Can you automate subcontractor compliance?
Yes. We automate the collection of insurance certificates, induction documents, SWMS, and subcontractor statements with timed reminders that escalate until everything is returned and filed. You get a clear record without anyone chasing it manually.
Can you handle variation management?
We build variation capture workflows that collect scope change details on site via a form, route them for internal approval, send them to the client for sign-off, and log them against the job automatically. No more verbal agreements that turn into disputes.
What about progress claims and invoicing?
Progress claims can be triggered by project milestones in your PM system, pulling the relevant figures and generating a claim in your accounting platform without manual rekeying. Invoices go out when work is complete, not when someone remembers.
Do you work with residential and commercial builders?
Both. The workflows differ — residential builds tend to have more client-facing touchpoints while commercial has more subcontractor and compliance complexity — but the underlying problems are the same. We build for how your business actually operates.
How quickly will we see results?
Most businesses see measurable time savings within the first week. For construction, the biggest early wins are usually in quote follow-up conversion and subcontractor compliance, where things were either falling through the cracks entirely or consuming hours of manual chasing every week.
What does it cost?
Fixed price per engagement. You know the cost before we start. The audit is free and gives you a clear scope of what we'd build and what it's costing you to do it manually.
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Everything we've learned building 300+ automations for small businesses, in one practical guide. Written for business owners, not engineers.
- Where your team's hours are actually disappearing
- The five automations worth setting up first and why
- How to calculate what manual work is actually costing you
- A step by step checklist to get your first automation live this week
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