General contractors
Reporting and automation for commercial general contractors
A general contractor's numbers live in three places at once: project management, accounting and the schedule. We connect them in one model so WIP, cost-to-complete, billing and schedule status come from the same refresh. Then we automate the approvals and updates that still run on email and spreadsheets.
The challenges we hear
The monthly report is rebuilt by hand
Project managers and accounting export from Procore and the ERP, paste into a workbook and reconcile line by line. The report arrives late, and next month starts the same way.
WIP and fade depend on forecasts nobody can trace
Percent complete, cost-to-complete and projected margin are kept per job in different workbooks. Over/under billing and margin fade show up at close instead of when they start.
Committed cost, actual cost and billing sit in different systems
Commitments and change orders live in Procore, actual costs and AR in accounting, and pay applications somewhere in between. Cost codes rarely match one-to-one, so job cost reconciliation stays manual.
Subcontractor risk is tracked in spreadsheets
Insurance certificates, prequalification, lien waivers and retainage are chased by email. An expired certificate or an unreleased retainage balance is found late.
Schedule status is disconnected from cost
The schedule is updated in P6 or another scheduling tool, but it rarely reaches the same report as cost and billing. Owners and executives get two stories about the same job.
Owner and executive updates eat PM time every week
Weekly owner reports and portfolio reviews are assembled from photos, logs, RFIs and cost data by the people who should be running the work.
What we build for you
Monthly and portfolio reporting on Fabric and Power BI
A lakehouse that lands Procore, accounting and schedule data on a schedule, with Power BI pages from portfolio down to project and cost code, and a data-quality gate before publishing.
Approvals, reminders and compliance tracking
Change order routing, daily log reminders, RFI and submittal aging alerts, and insurance certificate expiry tracking in Power Automate, n8n or Zapier.
Procore to ERP and CRM integrations
Connections between Procore, Sage, QuickBooks and your CRM, with a cost code crosswalk so commitments, actuals and billing line up without re-keying.
Governed AI assistants over project data
Agents and MCP tools that answer questions from Procore, schedules and project documents, with read-only access by default and a record of every tool call.
Owner portals and internal apps
Client reporting portals and focused internal applications where an off-the-shelf tool does not fit how your team works.
Automated WIP, cash and backlog forecasts
WIP schedules, over/under billing, backlog burn and cash projections calculated the same way on every job, with the assumptions stated next to each forecast.
Use cases
- Built and shown
Automated WIP schedule from Procore and accounting
A WIP schedule that builds itself from Procore and your accounting system every night, with month-end figures frozen as reported.
- Built and shown
Monthly progress report automation for contractors
The monthly progress workbook rebuilt as a refreshing Power BI report, with every figure traced to a source system or a validated input.
- Built and shown
Get Procore data into Power BI, reliably
A repeatable pipeline from the Procore API into a Power BI model, with validation, history and refresh you can rely on.
- Built and shown
Job cost reconciliation between Procore and accounting
A nightly cross-check of Procore cost against accounting job cost, with every difference listed and traced to the system to fix.
- Built and shown
Executive portfolio dashboard for contractors
A portfolio page and a one-page executive KPI view, with drill-through from any project to its detail.
- We design and build this
Change order approval workflow with routing and escalation
Change orders routed to the right approver by amount and project, with reminders, escalation and a logged decision on every one.
- We design and build this
Certificate of insurance expiry tracking and vendor reminders
Expired and expiring certificates of insurance flagged by vendor and project, with renewal requests sent before coverage lapses.
- Built and shown
Procore and Sage integration for reporting you can reconcile
Procore projects matched to Sage jobs in a governed lakehouse, so cost, billing, and AP line up in one report and every mismatch lands on a worklist.
- Built and shown
A construction data lakehouse in Microsoft Fabric
One governed home for construction data: raw sources landed, cleaned, mapped, checked, and published to Power BI and a SQL endpoint.
- Built and shown
AI assistant for project drawings, specs and documents
Ask questions of a project's drawings, specs and meeting notes and get answers that cite the file and passage they came from.
- Built and shown
AI sales automation: lead capture, research, follow-ups and proposals
Agents handle the research, scheduling and first drafts around each sales step, a person approves anything customer-facing, and the CRM stays up to date.
- Built and shown
AI schedule builder for CPM schedules with evidence and XER export
Specialized agents draft a CPM schedule from project documents and client answers, show the evidence behind each activity, and export XER for the scheduler to review.
- We design and build this
AP invoice approval routing by job, cost code and amount
Vendor invoices routed to the right project manager by job and amount, checked against the commitment, and passed to accounting once approved.
- Built and shown
Backlog and burn forecast for construction
Backlog value and backlog months by project and month, with weighted pipeline shown beside it but never counted as backlog.
- Built and shown
Client and owner portal for project updates and reports
Owners and clients get one secure place to read updates, answer questions and confirm requests, with every response stored on the project.
- Built and shown
Construction cash flow forecast from AR and AP
A rolling weekly cash forecast built from the invoices and bills already in your accounting system, with assumptions stated on the page.
- Built and shown
Cost-code crosswalk and master data that every report agrees on
Projects, cost codes, and vendors mapped once in versioned reference data, so every report uses the same answer and gaps go back to the owner.
- We design and build this
CRM to Procore integration: one job record from pursuit to closeout
Stamp the CRM deal ID onto the Procore project, keep company and contact records aligned, and report pipeline next to backlog without retyping anything.
- We design and build this
Daily log reminders that chase only the jobs that are missing one
A scheduled check that finds active projects with no daily log for the last workday and reminds the person responsible, not the whole company.
- We design and build this
ERP migration data mapping without losing history
A versioned map from old ERP to new, reconciled before cutover, so job history, cost codes, and vendors carry over and reports read across both.
- Built and shown
Field data capture app for checklists, photos and site notes
A mobile screen built for one field job, such as walks, checklists or quantities, that files data straight to the project and onward to your systems.
- We design and build this
Invoice and document OCR extraction into Procore and accounting
OCR reads incoming invoices and documents, extracts the fields you need, validates them against your systems and sends anything uncertain to a person.
- Built and shown
MCP servers for Procore, Primavera P6 and other construction systems
An MCP server exposes a construction system's API as tools an AI agent can call, with scoped permissions and a log of every call.
- Built and shown
Meeting and job walk transcription tied to the project record
Meetings and job walks are recorded, transcribed, summarized and attached to the project, so what was said and seen becomes searchable project context.
- Built and shown
Procore and QuickBooks Online integration for WIP and cash reporting
Procore forecasts and QuickBooks actuals joined through a trust-ordered crosswalk, so the WIP schedule builds itself and unmapped jobs stay visible.
- We design and build this
RFI and submittal aging alerts before they hold up the work
RFIs and submittals approaching or past their due dates flagged to whoever has the ball in court, with a weekly aging summary for the project team.
- Built and shown
Schedule data in your reporting: P6 and Outbuild next to cost
Milestones and activities from P6 XER files or Outbuild land in the same model as cost and project records, mapped to the right project.
- Built and shown
Structured manual inputs in SharePoint for data no system tracks
Wins, risks, safety, and QC registers move from loose spreadsheets into SharePoint lists with defined fields that flow through the same quality checks.
- We design and build this
Subcontractor onboarding and prequalification without re-keying
One intake for new subcontractors that collects documents, routes prequalification for review, and sets the vendor up in Procore and accounting once approved.
- We design and build this
Weekly owner update reports assembled from live project data
A weekly owner update built from live project data, with an optional AI-drafted narrative that a project manager reviews before it is sent.
- Built and shown
Weighted project health scorecard for construction
A 0 to 1 project health index from weighted categories, with the arithmetic and data coverage shown so nobody has to take the score on faith.
- We design and build this
Won deal to project setup across CRM, Procore and accounting
A won deal in the CRM becomes a set-up project in Procore and a job in accounting, with matching identifiers and no re-typing.
Systems we connect
- Procore
- Sage 100 Contractor
- Sage 300 CRE
- Sage Intacct
- QuickBooks Online
- Primavera P6
- Outbuild
- Autodesk Construction Cloud
- HubSpot
- SharePoint
- Microsoft Fabric
- Power BI
Proof
- BuildConstruction reporting: Procore, Sage 100, Outbuild and SharePoint into Fabric and Power BI
- BuildConnected financial reporting: Procore, QuickBooks Online and HubSpot
- WalkthroughWalkthrough: Fabric construction reporting
- WalkthroughWalkthrough: rebuilding the monthly construction report in Fabric
- ArticleGuide: construction WIP reporting in Power BI
- ArticlePlaybook: replacing the monthly Excel report
Frequently asked questions
Do we have to replace Procore or our accounting system?
No. We read from the systems you already run, such as Procore, Sage or QuickBooks, and your scheduling tool. The data lands in a Microsoft Fabric lakehouse and the reports are built on top, so your teams keep working where they work today.
Can you automate our WIP schedule?
Yes. We calculate earned revenue, over/under billing, cost-to-complete and projected margin from contract, cost and billing data on a schedule. Project manager forecasts can still be entered through a structured input such as a SharePoint list, so the judgment stays with the PM and the arithmetic stays consistent.
Our cost codes do not match between Procore and the ERP. Is that a blocker?
It is common, and it is usually the first thing we fix. We build a cost code crosswalk as maintained master data, and records that do not map are flagged for review instead of being dropped or reported as zero.
How long does a project take and what does it cost?
It depends on the number of sources and reports. We run a short discovery first, then work to a fixed scope and price, agreed after discovery.
Is this only for large general contractors?
No. Our production builds run on Sage 100 Contractor and QuickBooks Online as well as Procore, not only enterprise ERPs. What matters is that the data exists in a system we can reach and that someone owns the metric definitions.
Next step
Which report or workflow would you like to improve?
Tell us what your team does today, which systems are involved, and what you want to change. We'll discuss whether there is a practical fit.
Prefer email? charley@buildflows.ai