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.
The problem
Every Friday, project managers copy progress, open RFIs, change orders, milestones and photos into a document for the owner. It takes hours, the format varies by project manager, and the numbers are sometimes out of date by the time the owner reads them.
What we build
We build a workflow that gathers the week's data on a schedule, fills a standard template, and drafts a short narrative for the project manager to edit. Nothing goes to the owner until the project manager approves it, and every sent update is filed.
How it works
- 1
Agree the template
We define the update with you: progress against milestones, open RFIs and submittals, change order status, safety items, upcoming work and selected photos.
- 2
Gather the week's data
On a schedule, the workflow pulls the sections from Procore, the schedule and your cost data, and marks any section whose source is stale or missing instead of leaving it blank.
- 3
Draft for review
The update is assembled as a document or email, with an optional narrative drafted by an AI model from the gathered data only, and sent to the project manager to edit.
- 4
Approve, send and file
After approval it goes to the owner's distribution list from your mailbox and is saved to the project's SharePoint folder.
- Procore
- Outbuild
- Primavera P6
- Power BI
- SharePoint
- Outlook
- Power Automate
- n8n
The value it creates
Time saved
Project managers review and edit rather than assemble; we time-log a few weekly cycles before go-live and compare after.
Standardization
Every owner receives the same structure from every project manager.
Better decisions
Owners read figures pulled that week from the systems of record, with any stale section marked.
Collective intelligence
The same data feeds the owner update and internal reporting, so the two do not tell different stories.
Proof
Related use cases
- 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
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
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.
- 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.
Frequently asked questions
Will AI write and send updates to our owners on its own?
No. The narrative is a draft built only from the data the workflow gathered, and a project manager reviews, edits and approves every update before it is sent. The AI step is optional.
Could the owner just get a Power BI report instead?
Sometimes, and for some owners that is better. Many still expect a written weekly update with photos and commentary, so we often send the update with a link to a shared report for those who want to dig in.
Has Build Flows built this?
We have built the pieces in other contexts: our n8n walkthrough shows an agent writing a requested report from Procore data, our Zapier walkthrough shows a human approval step before a drafted email is sent, and our production reporting build serves monthly reporting from the same sources. The weekly owner update itself is a pattern we build to your template.
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