A construction company with 12 simultaneous sites was losing thousands per month in billing errors
A construction company with 150 employees and 12 simultaneous sites faced a problem they knew well but couldn't solve: all site management was fragmented across Excel files, emails and paper documents. This case shows how a centralised internal platform transformed their operations.
The Problem
Each site operated as an island. Site directors kept their own Excel files, invoices circulated by email without version control, and subcontractor approvals got lost in message chains. Management had no way of knowing, at any given moment, the real status of a project.
The consequences were concrete: duplicate invoices, incorrect subcontractor payments, approval delays of up to 3 weeks, and strategic decisions made on outdated data. The admin team spent roughly 15 hours per week just manually compiling information.
What We Did
After a detailed diagnosis of the workflow, we developed an internal web platform designed specifically for this company's reality:
- Digital timeline for each site with milestones, deadlines and automatic deviation alerts
- Centralised subcontractor management with documentation control, certifications and expiry tracking
- Real-time cost control: every expense is recorded against the corresponding site and visible in aggregated dashboards
- Digital approval workflow with push notifications and a full record of who approved what and when
- Centralised document repository with automatic versioning and role-based access
Implementation took 10 weeks, with 2-week sprints and regular demos to the operations director. The team was trained progressively, starting with site directors and expanding to admin staff.
The Results
In the first 90 days after launch, the results were clear:
The admin team went from 15h/week to 6h on compilation and document search tasks. The freed time was redirected to quality control.
With automatic validation and inconsistency alerts, duplications and incorrect amounts virtually disappeared.
Approvals that took days by email were now completed in hours. Each approval is logged with a timestamp and responsible party.
The investment was recovered in 4 months, considering the reduction in admin hours and elimination of billing errors.
"The platform transformed how we manage our sites. Today we have full visibility and make decisions based on real data, not intuition."
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