Live Financials and Field Compliance for a $100M GC with 25 People
- Client
- Family-owned GC, about $100M in annual revenue with 25 employees
- Work
- Industrial warehouses, 5–15+ projects at once, $50K to $50M+ each
- Systems
- Procore, Sage, Excel draw files, Microsoft 365, DocuSign
- Engagement
- Fractional Chief AI Officer: training plus custom engineering, kicked off May 2026
The Challenge
With $4M of revenue per employee, every hour counts. Leadership saw one quarter's numbers months after it closed, and PM and accounting numbers didn't always match.
Daily logs, safety inspections and sub meeting minutes had to be downloaded from Procore by hand every week. That step was "not consistently followed", so reports needed for OSHA or litigation were sometimes missing. Accounting spent much of its week pulling data out of Procore and re-entering it elsewhere.
“Live and accurate… are the two things we've never had.”
Our Solution
We ran two tracks at once: AI training for every role, and custom builds on the client's own data. The result is a private company portal and data layer.
The president can see billing, backlog and field compliance live, and can ask Claude questions that combine financial and field data. Superintendents are measured against clear, published standards.
What We Built
Field-report compliance dashboard
Pulls daily logs, safety inspections and sub meeting minutes from Procore. Grades every project and superintendent as on time, late or missing, with day-to-year views.
LiveAuto-archive to file server
Downloads every report PDF from Procore and files it on the company server automatically. This replaced the manual Monday routine.
LiveBilling and backlog tracker
Reads every job's draw file and projects remaining billing by month and by PM. One-click refresh, with export in the president's existing Excel format.
LiveClaude connected to financial and field data
Leadership asks plain-English questions across billing, compliance and report contents. It flags lost workdays, pending change orders and billing assumptions that don't fit field progress.
LiveCompany knowledge hub
A web file server with shared Claude instructions and skills pushed to every PC, plus personal AI sandboxes.
LiveAI bank reconciliation
The CFO drops in a bank statement and Claude fills the month's reconciliation in Excel.
LiveIn daily use
AI bid leveling
Compares every sub proposal for a scope, flags exclusions and recommends the low qualified bidder.
Rolling outProven in training
Submittal and procurement tracker
Ball-in-court and late-item alerts so long-lead items are never ordered too late.
In progressNext build
The Results
Financials went from months behind to live, field reporting became measurable, and the whole team picked up working AI skills.
In 2026, with 97% archived as PDFs and no manual downloads.
Billing, backlog and gross profit across all active jobs with one click, instead of months behind.
Measured on a scoreboard leadership checks.
Every attendee had used Claude between the first two training sessions.
“This is awesome. This is like exactly what I needed to see.”
“Man, that thing is amazing… it's just saved so much time off of my day.”
