Case Study: Automating the Project Management Department for a Growing Construction Firm
The Challenge
A 12-person commercial construction company was managing multiple active projects using Procore alongside scheduling and accounting tools.
On paper, the software stack was strong.
In reality:
RFIs were delayed because follow-ups weren’t structured
Submittals lacked consistent approval routing
Change orders required manual coordination between PMs and finance
Budget visibility lagged behind real project updates
Leadership relied on manual status reports
Project Managers were spending more time coordinating systems than managing projects.
The firm didn’t need more software.
They needed operational infrastructure.
What We Built
We designed and implemented a structured automation layer on top of their existing stack.
1️⃣ RFI & Submittal Automation Logic
We introduced workflow rules that:
Automatically routed RFIs to responsible subcontractors
Triggered deadline reminders and escalation alerts
Logged status updates across systems in real time
Synced approved submittals directly into project documentation
Every RFI moved through a defined lifecycle not an email thread.
2️⃣ Change Order & Cost Sync Infrastructure
Change orders were restructured into automated pipelines:
Submission triggered cost review workflows
Approval hierarchies activated based on project value thresholds
Approved changes synced automatically to updated budget views
Finance received real-time notifications
Manual follow-ups were eliminated.
Budget clarity improved instantly.
3️⃣ Executive Visibility & Reporting
We built a centralized reporting layer that:
Pulled live project data
Tracked RFI turnaround time
Monitored change order cycle length
Provided leadership with margin visibility across projects
Instead of waiting for weekly updates, leadership had real-time operational insight.
The Outcome
Within the first quarter:
RFI response time reduced by 38%
Change order approval cycle cut nearly in half
Project Managers saved 6–10 admin hours per week
Leadership gained consistent, automated reporting across all active jobs
The department moved from reactive coordination to structured execution.
Our Approach
We didn’t replace their tools.
We connected them.
Using workflow orchestration and API integrations, we introduced structured automation logic across the Project Management Department aligning operations, finance, and leadership into one synchronized system.
Because in construction, delays rarely come from bad builders.
They come from broken workflows.