Built around your PMs
In your words, the goal is to “create capacity to absorb more work without a substantial overhead.”
That means speeding up the tasks that are “more procedural than cerebral”, while your PMs keep “input and oversight into the final product.” This page shows how that works as one system, not nine separate tools.
AI on its own vs AI in your system
You ask
Scheduled
“Draft this month's report.”
1st of the month · 7:00 am
Three drafts, three different answers. Nothing to check them against.
One draft, every figure traced to its source. The PM reviews, adds input, exports.
Same AI. The difference is what it's wired to.
Here's the wiring
Your information stays where it lives today. The system reads it from there and files it to the right project.
Nothing gets retyped. Each item is filed once, to the right project.
Where your hours go
Nine functions you listed. One record underneath them.
Each function reads from the same project record and writes back to it, so one function’s output becomes another’s input.
MarkedWhere we already run something like this, for a client or for ourselves
Your tools
One project record
Invoices & payment recommendationsBuilt for a client
“Scanning project emails for invoices… comparing them against the budget… highlighting any oddities… cover page for final review and PDF export.”
- Reads
- Outlook · Budgets & spend
- Writes back
- Invoices · Budgets & spend
- Feeds
- Budget & change tracking · Monthly reporting
Meeting minutesWe run this today
“Join meetings, record a transcript, and generate minutes in a template for final review.”
- Reads
- Teams
- Writes back
- Decisions & risks
- Feeds
- Monthly reporting · Contracts watch · Scheduling & reminders
Contracts watch
“Flagging content that may be contrary to contractual terms.”
- Reads
- Outlook · Decisions & risks
- Writes back
- Decisions & risks
- Feeds
- Monthly reporting
Monthly reportingBuilt for a client
“Risks and decisions, site photos, budget summary, change log, schedule summary, compiled for PM review, input and export.”
- Reads
- Decisions & risks · Site photos · Budgets & spend · Changes · Schedule & milestones
- Writes back
- The report
- Feeds
- Your clients, via PDF
Site progress reporting
“Batch upload of site photos, suggested captions, PM selects and marks up.”
- Reads
- SharePoint
- Writes back
- Site photos
- Feeds
- Monthly reporting
Budget & change tracking
“Baseline vs actual, forecasts based on schedule and similar projects.”
- Reads
- Excel · Budgets & spend · Invoices · Changes · Schedule & milestones · Past projects
- Writes back
- Budgets & spend · Changes
- Feeds
- Monthly reporting
Scheduling & remindersPartly
“MS Project in and out, baseline vs actual, reminders for long-lead items.”
- Reads
- MS Project · Decisions & risks
- Writes back
- Schedule & milestones
- Feeds
- Monthly reporting · Company admin
ProposalsPartly
“Extract RFP requirements, match similar projects, suggest focus points.”
- Reads
- The web · Past projects
- Writes back
- Projects
- Feeds
- New work
Company admin
“Timesheets, billing, hours vs Core’s appointment, resource availability.”
- Reads
- Timesheets · Schedule & milestones
- Writes back
- Timesheets
- Feeds
- Core’s own invoices
Selected function
ReadsWrites backFeeds
“Similar projects” appears twice in your list: in forecasts and in proposals. Both need a memory of past projects. Every finished project in the record makes the next forecast and proposal better.
Also on your list: claim verifications. We’d like to understand how these work today.
Which of these costs your PMs the most hours each month?
One month through the system
Your monthly report already lists what goes into it: risks and decisions, site photos, the budget summary and change log, the schedule summary. Each of those is the output of another function. Here is one month.
Sample Project 24-07 · community building renovation (fictional)
Week 1
Site meeting → minutes
The meeting is transcribed and drafted into your minutes template. Decisions, risks and actions land in the project record.
Attendees
Owner · Architect · Mechanical engineer · General contractor · Core PM
Decisions
- Owner approves alternate flooring (no cost change).
- Extra mechanical engineer site visits approved under change order CO-03.
Risks
- Switchgear lead time may push energization (Feb 9).
Actions
Draft for PM review
Week 2
Invoices arrive by email → payment recommendation
Project email is scanned for invoices. Each one is read, compared against the budget, and anything odd is flagged for the PM.
Project inbox
Compared against the budget
| Budget line | Budget | Billed to date | This invoice | Remaining |
|---|---|---|---|---|
| Architect fees | $180,000 | $121,500 | $9,800 | $48,700 |
| Mechanical engineer fees | $62,000 | $58,200 | $6,280 | −$2,480 |
| Construction (general contractor) | $4,850,000 | $1,920,000 | $312,450 | $2,617,550 |
Billed to date = before this period's invoices.
Week 3
Site photos → captions
A batch of site photos is uploaded and each gets a suggested caption. The PM picks the ones for the report and marks them up.
Suggested captionLevel 2 ductwork rough-in complete, east wing
Suggested caption · PM markupSwitchgear room: housekeeping pad poured, awaiting equipment
Suggested captionFlooring substrate prep, main hall
Suggested captionRoof drain replacement, north side
Suggested captionWindow frames installed, west elevation
Suggested captionFire separation at stair 2, ready for inspection
Week 3
Schedule check → reminder
The schedule is checked against what the record already knows, and the PM gets a reminder before a long-lead item slips.
Order confirmation needed by Nov 2 to hold the Feb 9 energization date (quoted lead time 14 weeks).
Linked risk · OAC #7 minutes, Oct 6Confirm submission status before the Nov OAC meeting (#8).
Action · OAC #7 minutes, Oct 6Month end
The monthly report drafts itself from the record
Nothing new is typed. Each section is pulled from what the month already put in the record.
Every section is drafted from the record.
Month end
PM review, input, export
The PM reads each section, adds their own judgement, and exports. The finished report is saved back to the record.
Nothing goes to the owner until the PM has reviewed it, added input and exported it.
Project record
AI reads, code checks, the PM decides
In your words: “striking the right balance between automation and mind application is vital.” Here is where the line sits, in every function.
Four of your functions, step by step
Today: your PM does every step, on every function.
Your PM still reviews, adds input and exports every one. They stop finding, reading and retyping.
Reads and drafts
Reads what people write and send: invoices, meeting transcripts, site photos, RFPs. Drafts the words: minutes, captions, report sections.
Checks
Does every sum and every comparison: invoice totals, spend against budget, dates against the schedule, hours against your appointment. AI never does the maths.
Decides
Reviews, adds input, exports. Anything the system is unsure of is left blank for the PM, never guessed. Each decision is kept, so the next run asks less.
| Function | AI reads and drafts | Code checks | Your PM decides |
|---|---|---|---|
| Invoices | Reads each invoice and its lines | Matches lines to the budget, ties the total | What to recommend for payment |
| Minutes | Turns the transcript into minutes in your template | Links actions to owners and due dates | Corrects, adds context, exports |
| Site photos | Suggests a caption for each photo | Files each photo by date and project | Picks and marks up photos for the report |
| Monthly report | Drafts each section from the record | Pulls the figures, checks they match the budget | Adds input, exports the PDF |
We've built this split for a construction firm's invoice-to-budget coding: each invoice line is matched to a budget code, totals are tied back to the invoice, and anything uncertain waits for a person, whose answer the system remembers.
You control who sees what
In your words: “direct control over what information is available and to whom.” There are two gates, and you hold both.
Outlook · Teams · SharePoint · Excel · MS Project
One project record · nine functions
PDFs a PM exported. Optional: a simple page you control.
Your files stay put
Email stays in Outlook, documents in SharePoint. The system reads them through access your IT admin approves and writes its drafts back for your PMs.
Every figure has a source
Each number in a draft links back to the invoice, email or file it came from, so a PM can check it in one click.
Nothing leaves without a PM
Clients see only what a PM exports. No client logins to the platform. A simple client page is an option you raised; you'd decide what's on it.
Start with one
Start with one function. Build the record all nine share.
The record gets better every month
Every month runs the same loop. Three of its steps write back to your project record, so next month starts with more on file than this one did.
Every decision a PM makes is kept, so next month's run asks fewer questions.
Budget lines, change orders, people and dates are already on file when next month's documents come in.
In your words: Generate forecasts based on schedule and similar projects.
Every finished project gives the next forecast more to go on.
- Pick the function that costs your PMs the most hoursYour answers to our questionnaire tell us. Rough numbers are fine.
- Send one real example, if you canFor invoices: one invoice and its budget sheet. For site reviews: one finished review. We're happy to sign an NDA first, and we'll agree how your documents are handled before you send anything.
- A proposal for one first projectAt our next meeting: what it does, what it costs and what it returns, built from your answers.
- You go ahead only if the numbers work for youYour PMs review every output, from the first run on.
Each function after the first starts with the record already in place.