Construction
Paperwork volume is the constraint. RFIs, submittals, daily reports, permits and invoices move through email and PDFs, and the people who understand them are needed on site.
At VivanceData, we build workflows that read the documents your projects already generate, check them against your own rules, and hand a superintendent or estimator something to review rather than something to type.
Nothing here replaces the judgement of the person signing off. The work is drafted, the exceptions are surfaced, and a human decides what goes into the record.
Pull structured data out of submittals, permits, RFIs and supplier invoices, validate it against your project rules, and write it into the system you already use.
Turn field notes, photos and timesheets into the daily report format your client and insurer expect, drafted for a human to check rather than written from scratch.
Search prior bids, supplier quotes and cost history so estimators start from what you actually paid last time instead of a blank sheet.
Keep certifications, toolbox talks and incident reports searchable and current, with expiries flagged before they lapse.
Submittals, permits, RFIs and invoices
Works from photos and notes crews already take
Writes into the project system you run
Drafts for review, never filed automatically
Illustrative General Contractor
Submittals arrived as emailed PDFs from dozens of subcontractors in no consistent format, and a project engineer was re-keying them into the project system by hand.
Built an intake workflow that reads each submittal, extracts the spec section, product data and dates, checks them against the project's own requirements, and stages the record for the engineer to approve.
Illustrative Civil Contractor
Superintendents were writing daily reports in the evening from memory, photos and scattered notes, and the format varied by crew.
Assembled the field photos, timesheets and voice notes already captured during the day into a draft report in the client's required format, held for the superintendent to correct and submit.
Illustrative Specialty Trade Contractor
Certifications and training records lived in one administrator's spreadsheet, and lapses were usually discovered when a crew arrived at a site that would not let them work.
Consolidated certification records into a searchable set, extracted the expiry date from each uploaded document, and flagged renewals ahead of the date on a defined schedule.
We follow the paperwork you already produce — which documents arrive, in what format, who handles them, and where the queue backs up — and pick the one workflow worth automating first.
We design extraction and validation against your own project rules, and confirm early how results write back into the project software you run rather than a new system beside it.
We run the workflow on one active project alongside the current process, compare what it produces against what your team produces, and tune it before anything depends on it. Typical pilot scope is 3-6 weeks.
We extend the workflow to more projects and document types, and keep tuning as subcontractor formats and project requirements change.
Let's discuss which documents are costing your project team the most time, and what it would take to draft them instead of typing them.