Owners and developers
Program visibility for owners, developers and owner's reps
An owner sees a program through the reports each contractor chooses to send, in each contractor's format. We bring budgets, commitments, pay applications and schedules into one model so the capital plan, cost and schedule status of every project come from the same refresh. Then we automate the review and reporting steps that still run on PDFs and spreadsheets.
The challenges we hear
Every contractor reports in a different format
One GC sends a Procore export, another a PDF monthly report, a third an Excel workbook. Rolling them into a portfolio view means retyping numbers and reconciling definitions that do not match.
The capital plan lives apart from what is actually committed and spent
Approved budgets and funding sit in the owner's capital plan or accounting system, while commitments, change orders and pay apps arrive from the field. Forecast at completion against the approved budget is rebuilt by hand each month.
Pay application review is manual and line by line
Each G702/G703 is checked against the schedule of values, prior billings, approved change orders, stored materials and retainage. Errors and overbilling are easy to miss when the review is done in a PDF under a payment deadline.
Schedule risk surfaces late
Contractors submit schedule updates as XER files or PDFs on their own cadence. Slipping milestones and a shrinking critical path are often noticed when a date is already missed, not when float starts to erode.
Board, lender and investor reports take days to assemble
Program managers and owner's reps pull status, budget, contingency and risk from many projects into one deck. The same narrative is rewritten every cycle, and the numbers are already out of date when it is presented.
Contingency and change exposure are hard to see across the program
Pending change orders, allowances and contingency drawdown are tracked per project in different logs. Leadership cannot easily see how much exposure is open across the portfolio before it becomes a budget revision.
What we build for you
Program and portfolio dashboards on Fabric and Power BI
A lakehouse that lands contractor submissions, the capital plan and schedule updates, with Power BI pages from program down to project and budget line, and a data-quality check before anything is published.
Submission reminders, approvals and owner updates
Reminders when contractor submissions are due or missing, routed pay app and change approvals, and recurring program updates assembled from the latest data in Power Automate, n8n or Zapier.
One budget structure across many contractors
We map each contractor's cost codes and schedule of values to your budget structure with a maintained crosswalk, so different formats roll up to the same lines. Records that do not map are flagged for review, not dropped.
Stakeholder and investor reporting portals
A portal where boards, lenders, investors or tenants see the status they are entitled to, with access set per audience instead of emailed decks.
Forecast at completion, cash draw and contingency
Forecast cost at completion, contingency drawdown and projected cash requirements calculated the same way on every project, with the assumptions shown next to each number.
Pay application extraction and checks
Pay apps and invoices are extracted into structured data and checked against the schedule of values, prior billings, approved changes and retainage terms, with exceptions routed to the reviewer.
Use cases
- 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.
- 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
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
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
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
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.
- 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
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 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.
- 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.
- 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
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.
- 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.
- 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
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
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.
- 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
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
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.
Systems we connect
- Procore
- Autodesk Construction Cloud
- Trimble Unity Construct (e-Builder)
- Kahua
- Primavera P6
- Microsoft Project
- Yardi
- MRI Software
- Sage Intacct
- Excel
- SharePoint
- Microsoft Fabric
- Power BI
Proof
- BuildConstruction reporting: portfolio, billing and retainage pages in Fabric and Power BI
- BuildConstruction analytics: Procore and P6 through Azure into Power BI (reference build)
- WalkthroughWalkthrough: Procore and P6 reporting in Power BI
- WalkthroughWalkthrough: Fabric construction reporting
- ArticleGuide: data quality rules for construction reporting
Frequently asked questions
We do not control our contractors' systems. Can you still build a portfolio view?
Yes. Where you have access to a contractor's Procore or Autodesk project, we can read from it directly. Where you do not, we work from what contractors already submit, such as pay apps, Excel cost reports and XER schedule files, and standardize them on arrival. Missing or late submissions are shown as gaps, not as zeros.
Can you automate pay application review?
We can automate the checks: extract the G702/G703 lines, compare them to the schedule of values, prior billings, approved change orders and retainage terms, and flag what does not tie out. Approval stays with your reviewer. We design this to your forms and contract terms, starting with a sample of real pay apps.
How do you roll up projects that use different cost codes?
We map each contractor's codes and schedule of values lines to your budget structure in a maintained crosswalk. Your team owns the mapping, and new or unmapped lines are flagged for review before they reach a report.
Can this include schedule status, not just cost?
Yes. We have built pipelines that read Primavera P6 schedule data into reporting alongside Procore cost data. Milestones, float and critical path changes can sit on the same project page as budget and billing.
How long does a project take and what does it cost?
It depends on the number of contractors, systems and reports. We run a short discovery first, then work to a fixed scope and price, agreed after discovery.
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