Automation and Operations
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Process
AI Operations Assistant for Construction
Site schedule requests, subcontractor and delivery updates, RFIs and snags tracked in one place, with a weekly brief for every site.
Site and project managers lose hours chasing the same things: when the scaffolders arrive, whether the steel delivery is confirmed, who owns that RFI, which snags are still open. This edition collects those updates on the channel your site teams already use, records them in your project tool and follows up on anything that stalls. Each week it sends a site brief. Safety issues and variations always go to a person.
- Subcontractor and delivery updates collected from site, not chased
- RFIs and snags tracked with an owner until they close
- A weekly brief for every site, built from logged updates
$7,600
20–30 working days
Optional maintenance $380/mo
What it is
AI Operations Assistant for Construction is an internal assistant for site managers, project managers and subcontractors. It handles site schedule requests, coordinates subcontractor and delivery updates, tracks RFIs and snags, and sends a weekly site brief. It works on one channel, such as WhatsApp, records everything in your project tool and sends exceptions to a named approver.
Why businesses buy it
On most projects, the paperwork is not the hard part. The chasing is. A subcontractor moves their start date by message. A delivery slot changes and the crane is booked for the wrong day. An RFI sits unanswered while work waits. Project managers spend evenings piecing together what happened on each site. This edition collects updates where they already happen, records them against the right project and follows up until someone answers. Safety concerns, variations and anything outside your rules go straight to a person. The Scope Card fixes the channel, systems and workflows before you order.
Problems this solves
Site managers spend evenings phoning subcontractors for progress updates
Subcontractors send updates to the assistant on one channel, such as WhatsApp. It records them in your project tool and follows up on missing updates, so managers read progress instead of chasing it.
RFIs and snags sit in inboxes with no clear owner
The assistant logs each RFI and snag against the right project in your connected tool. It tracks what is still open and sends overdue or unusual items to the named approver.
Deliveries turn up unannounced and clash with other work on site
Delivery updates come through the assistant and sit alongside the site schedule requests it handles. Clashes and late changes go to the named approver rather than being sorted out at the gate.
Head office lacks a clear weekly picture of each live site
The assistant compiles a weekly site brief from everything it recorded that week. Schedule changes, open RFIs, snags and deliveries arrive in one summary instead of scattered calls and messages.
A good fit if
Subcontractors send updates by WhatsApp, text and calls, and they rarely reach the project tool.
Delivery slots and site schedule changes are agreed informally and missed on the day.
RFIs and snag lists live in spreadsheets that nobody keeps current.
Weekly site reports take a project manager hours to assemble by hand.
Not the right fit if
You need tenders, proposals and priced scopes written. See AI Proposal System for Construction.
You want client and enquiry calls answered at the office. See AI Voice Receptionist for Construction.
You need subcontractor and supplier invoices read, checked and coded. See AI Invoice Intelligence for Construction.
You need more than two systems with write access, such as a project tool, document storage and accounting together. Add a note at checkout for a Change Quote.
How it works
- Site teams and subcontractors send updates on one channel, such as WhatsApp: a start date, a delivery slot, a question for the designer or a snag.
- Each update is recorded against the right project and site in your project management tool, with photos and documents filed in your storage.
- Site schedule requests and delivery changes are checked against the schedule you share. Changes that affect other trades go to the site manager for approval.
- RFIs and snags, or punch list items, are logged with an owner and a due date, and followed up until each one is answered or signed off.
- Every week, each project manager gets a site brief: progress updates, deliveries ahead, open RFIs and snags, and items waiting for approval.
- Safety concerns and anything that looks like a variation go straight to the person you name. Before launch, 50 construction scenarios are tested with you.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- Admin or API access to your project management tool and document storage, shared by adding our team as a user or creating a key you control, never by email
- A business account in your company's name for the site channel, such as WhatsApp Business
- Your site list, project managers and who approves schedule and delivery changes
- Subcontractor and supplier contacts for active projects
- Your current RFI and snag process, plus the folder structure for project documents
- Ten real site messages, such as subcontractor updates or delivery changes
- One decision-maker for sign-off
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake verified: sites, approvers, RFI process and folder structure agreed.
Weeks 1–2
Site schedule, subcontractor, delivery, RFI and snag workflows built.
Week 3
Project management tool, document storage and site channel connected.
Weeks 3–4
50 construction scenarios tested with your project manager.
Week 4
Your review and two rounds of changes.
Go-live
Live, handover report sent, support starts.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $7,600 |
| Express | 15–25 working days | $8,750 |
| Rush | 10–20 working days | $9,900 |
What you receive at handover
- The site assistant deployed on one channel your crews already use, such as WhatsApp
- Construction request types and workflow templates covering schedules, deliveries, RFIs, snags and the weekly brief
- Read and write connections to up to two agreed systems, such as your project management tool
- A test report run on construction scenarios
- An admin guide and a written handover report
- 30 days of post-launch support
Expected benefits and how to measure them
- Site managers can spend less time on the phone and more time on site.
- Helps keep a written trail of RFIs, snags and changes in your project tool.
- Makes it easier for project managers to spot a slipping site early.
- Average age of open RFIs
- Pull opened and answered dates from your project tool. Compare the quarter before launch with the quarter after.
- Snag close-out time
- Use the logged and closed dates for snags in your project tool. Compare projects started before launch with those started after.
- Subcontractor updates received without chasing
- Count weekly updates in the assistant's log. Compare with call notes or a chase list kept for a few weeks before launch.
Before you start: Export your current open RFIs and snags with their dates. Ask site managers to note how many hours a week they spend chasing updates.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build is a one-time payment. Running costs are roughly $50 to $250 a month for AI model usage and hosting, billed to your own accounts, alongside your project management, storage and WhatsApp plans.
Build and test usage is billed to you too, and every account stays in your company's name.
Ask about running costsCustom requirements
An accounting or scheduling system as a third connection, separate rules per region, or a second channel needs a Change Quote. Add a note at checkout and receive a written quote.
Request a custom versionKeep it running
Optional monthly maintenance covers monitoring, fixes and monthly change hours, for new projects, new subcontractors or a changed RFI process.
$380/mo (5% of the build price a month, includes 3 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | Construction software is licensed per user or per project | An outsourced admin bills monthly | Ours is one fixed price, shown on this page before you buy |
| Site updates | Relies on subcontractors logging in | Someone types up messages by hand | Ours collects them from the site channel into your project tool |
| RFIs and snags | Tracked only if someone updates the register | An agency build depends on what was agreed | Ours follows up each one with its owner until it closes |
| Delivery | Rollout to site teams takes weeks | An agency usually takes several weeks, set per project | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
Do subcontractors need to install a new app?
No. The assistant works on one channel your site teams already use, such as WhatsApp or email, so subcontractors send updates the way they do now. The assistant records their messages in your project management tool. Only your own team needs access to the project tool, and nobody outside it has to learn new software.
How are RFIs tracked through to an answer?
When someone raises an RFI on the channel, the assistant logs it in your project tool with the question, any drawings or photos, the owner and a due date. It reminds the owner as the date approaches and follows up when it passes. The RFI stays open until an answer is recorded, and open RFIs appear in the weekly site brief.
Can it manage snag lists before handover?
Yes. Snags reported on the channel, with photos, are logged against the site, the location and the responsible trade. The assistant asks each trade for an update on your rules and records sign-off when the snag is cleared. Site managers can ask for the current open list for any site at any time, without waiting for the weekly brief.
What happens if someone reports a safety issue on site?
It is never handled automatically. Anything that looks like a safety concern goes straight to the person you name, such as the site manager or health and safety lead, with the original message attached. The assistant does not give safety advice or close the issue. Your existing safety process stays in charge, and the report is logged for your records.
Does it handle variations or extra work requests?
It spots messages that look like a variation, such as a request for extra work or a change to the agreed scope, and passes them to the project manager with the original message. It does not price, approve or confirm variations. Logging them in one place helps your team decide on each one before the work goes ahead.
What is in the weekly site brief?
One brief per site or project, sent on the day and to the people you choose. It covers progress updates logged during the week, deliveries and subcontractor starts coming up, open RFIs and snags with their owners, and anything waiting for approval. It is built from what was recorded, so nobody writes it from scratch on a Friday.
Which construction tools does it connect to?
Up to two systems with read and write access are included, usually your project management tool and your document storage, such as Google Drive or SharePoint. The site channel is set up separately. An accounting, estimating or scheduling system as a third connection needs a Change Quote, which you receive in writing before work starts.
Guides on this topic
All guides Stop chasing every site for the same updates.
Order AI Operations Assistant for Construction and on a fixed delivery date subcontractor updates, deliveries, RFIs and snags are tracked in your project tool, with a weekly brief for each site.
Works well with
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Assembles the weekly business review from metrics and team updates.