AI agent for construction companies: quotes from bills of quantities, site diary and subcontractor paperwork
The agent takes over the office work that follows a site from quote to invoice: it matches a bill of quantities to your price list in a draft quote, builds the daily site diary entry from field messages, tracks the validity of subcontractor documents and sorts incoming invoices by site. Prices, signatures and booking stay with you.
Author: Žiga Flis ·
Where the hours go
In a construction company the office work repeats on every site. For every inquiry someone moves the bill of quantities into a quote item by item and looks up prices in the price list. On site the manager writes the site diary in the evening from notes and photos. For subcontractors someone checks whether contracts, certificates and insurance are in the folder and still valid. Someone sorts incoming invoices by site and compares them with the purchase orders.
The work needs care and takes time from people who should be running sites. What that means in hours for your company you calculate yourself in the savings calculator.
What the agent takes over and where it stops
Below are the four processes we most often suggest to construction companies. Each one shows what triggers it, what the agent does, what stays with a person and where the agent stops. In the analysis we pick the one you start with. During the pilot the agent first works in suggestion mode: a person reviews every quote, entry and invoice before it moves on.
- 01
Quote from a bill of quantities
Trigger: A client sends a bill of quantities in Excel or PDF.
- Takes over
- Breaks down the items, matches them to your price list and norms, flags items without a price and prepares a draft quote.
- Stays with a person
- The person in charge sets the prices, the margin and the completion date.
- Stops at
- The agent does not send the quote to the client.
Integrations:- Excel
- Outlook
- 02
Site diary from field notes
Trigger: The site manager sends photos and text on WhatsApp or Teams.
- Takes over
- Builds the daily entry in your template (weather, workers, work done, deliveries) and saves it in the site folder.
- Stays with a person
- The site manager (vodja del) checks and signs the entry.
- Stops at
- The agent never signs the site diary.
Integrations:- WhatsApp Business or Teams
- OneDrive or SharePoint
- Word
- 03
Subcontractor documents
Trigger: A new subcontractor joins or a document expires.
- Takes over
- Checks which documents are in the folder (contract, certificates, insurance), reminds the subcontractor of what is missing and keeps a validity spreadsheet.
- Stays with a person
- The person in charge approves the documents.
- Stops at
- The agent does not assess whether the documents are legally adequate.
Integrations:- Excel
- OneDrive
- 04
Incoming invoices for a site
Trigger: A supplier invoice arrives by email.
- Takes over
- Sorts the invoice by site and item, compares it with the purchase order, prepares an import file for Pantheon or Minimax and flags deviations.
- Stays with a person
- Accounting or the site manager approves the invoice.
- Stops at
- The agent does not book or pay invoices.
Integrations:- Outlook
- Pantheon or Minimax
Where the agent works: Email, WhatsApp Business, Teams. How the channels work.
Which tools we connect
The agent works in the tools the company already uses: Outlook, Excel, Word, WhatsApp Business or Teams for the field and OneDrive or SharePoint for the site folders. Incoming invoices are prepared as an import file for Pantheon or Minimax. The base package includes up to two integrations; if the process needs a third, the analysis says so, with a price.
The site diary stays the site manager's document: the agent prepares the entry, the signature and the responsibility stay with a person. The agent does not use the e-Graditev portal.
How it runs for you
On a free 30-minute call we pick the process, for example quotes from bills of quantities. The analysis takes one week and costs 490 €, which is deducted from the agent's price. Then comes a pilot on your bills and documents in suggestion mode (2–3 weeks), followed by production and handover in weeks 4 to 5, with documentation and a repository that sits in your organisation from the start. Maintenance from 190 € per month is optional. After any phase you can stop and pay only for completed phases. The full process and pricing are on the main page.
What we do not promise
- Hours or money saved. You estimate that yourself in the calculator, and the pilot then counts the cases actually handled and the exceptions.
- Prices or margin. The agent proposes prices from your price list; a person approves them.
- Signatures. The agent does not sign the site diary and files nothing on any portal.
- Booking or payments. The agent prepares incoming invoices for import; accounting books and pays them.
An automation blueprint for your process
Pick your sector and describe a repetitive task in two to four sentences (up to 700 characters). Claude suggests three ideas in a few seconds: the first in full, the other two by email. No savings figures; we estimate those on the intro call.
Suggestions are written by AI (Claude by Anthropic) and pass an automatic filter before display, not a human review. Your inputs are processed by Anthropic (USA), without your email; see the privacy policy.
Frequently asked questions
Can the agent file on e-Graditev?
No. The agent can prepare the data and documents; the responsible person files them. The agent files nothing on the portal.
How does it work on a site without a computer?
The site manager sends photos and a short text from the phone on WhatsApp or Teams. The agent builds the entry and saves it; the site manager only reviews and signs it.
Does the agent calculate prices?
The agent proposes prices from your price list and norms and flags items that have no price. A person always approves the final prices and the margin.
Other industries
- Law firms→
- Accounting firms→
- Manufacturing→
- Clinics→
- Retail and e-commerce→
- Logistics→
- Real estate agencies→
Back to Business process automation: process, channels, ownership and FAQs.
Savings calculator: what the process is worth in hours and euros, from your own numbers.
Ta stran v slovenščini: Gradbeništvo.
A 490 € analysis, credited to an agent from 4,900 €.
On a 30-minute call we pick the process. Within a week you get a written analysis and a fixed-price offer, or an honest answer that an agent is not (yet) worth it. Prices are final; the provider is not VAT-registered.