Automate the admin
behind every construction job
Wanzo automates tender handling, site paperwork, invoice checks and job updates, then manages the technology your office and site teams rely on.
Construction admin rarely arrives in one place. Tender invitations sit in email, drawings change in shared folders, site teams send photos through WhatsApp, and subcontractor documents need chasing before work can start. Office staff then rekey the same job details into estimating, accounting and project systems.
Each live job creates another stream of timesheets, delivery notes, daily site reports, variations, purchase orders and invoices. Someone has to match costs to the right project, check supplier paperwork, update programmes and answer progress questions. Wanzo automates defined steps around the tools you already use, including email, spreadsheets, shared drives, accounting software and job management platforms. It’s delivered on a monthly retainer, so the workflows stay supported as your projects and processes change.
Where the time goes
Tender packs and revisions
Tender invitations arrive by email, with drawings, specifications and deadlines spread across attachments. Teams manually file each pack, distribute it to estimators and subcontractors, then check which drawing revision everyone received.
Late site paperwork
Site supervisors send diaries, labour hours, progress photos and delivery notes in different formats. Office teams chase missing records, copy details into project folders and prepare updates long after the work happened.
Invoice and order matching
Supplier invoices often lack a clear project code or purchase order. Accounts staff compare them with delivery notes, query differences and rekey approved costs into Xero, Sage or QuickBooks.
Subcontractor compliance checks
Insurance certificates, RAMS, accreditations and subcontractor details expire at different times. Project teams repeatedly check folders and spreadsheets before allowing people on site or releasing work.
What we’d build
Structured tender intake
We build an email intake that recognises tender deadlines and document revisions, creates a structured job record, files attachments consistently and alerts the estimator when information changes.
Automated site reports
Site teams submit a simple mobile form with photos and labour details. The automation creates the daily report, stores it against the job and highlights missing information before office staff chase it.
Invoice document processing
Document processing reads invoices and delivery notes, identifies the project and purchase order, then checks key values. Mismatches go to a person for review; approved data moves into the agreed finance workflow.
Live compliance register
We build a live subcontractor register from insurance certificates, RAMS and accreditation records. It tracks expiry dates, sends advance reminders and flags missing evidence before a subcontractor is assigned.
Technology that reaches every site
Construction teams split their working day between the office, temporary sites and home. They need dependable access to drawings, Microsoft 365, cloud project systems and finance software. Wanzo can manage devices, accounts, cybersecurity and connectivity alongside the automation. With 24/7 monitoring, a four-hour response commitment and business internet backed by a 99.9% uptime SLA, there’s one accountable service behind the work.
Questions people ask
How can AI automate construction admin?
AI can take on defined steps such as extracting tender details, sorting revised drawings, reading delivery notes, checking invoice data and preparing job updates. Wanzo maps the current process first, then builds automation around your email, shared files, spreadsheets, accounting package and job management system. People keep control of approvals and exceptions. The service runs on a monthly plan, so it can be maintained as your workflow changes.
Can AI process construction invoices and purchase orders?
Yes. Document processing can read supplier invoices, delivery notes and purchase orders, then compare key fields such as project code, supplier, amount and VAT. The workflow can send unclear or mismatched items to the right person rather than approving them automatically. Once checked, approved data can be prepared for your finance process. We’ll confirm how it should connect to Xero, Sage or QuickBooks after reviewing your current setup.
Will AI automation work with our construction software?
Usually, yes. Wanzo can work around common construction and trades tools, including Procore, Autodesk Construction Cloud, simPRO and ServiceM8, as well as Xero, Sage and Microsoft 365. The method depends on the access each product provides. It may use an API, approved exports, email intake or structured files. We won’t promise a direct connection until we’ve checked the exact product, edition and permissions in your business.
How much does AI automation cost for a construction company?
AI Starter begins at £495 a month for a focused automation requirement. AI + Managed IT starts at £1,250 a month and is the most popular plan when the workflows and underlying technology need ongoing support. AI Transformation begins at £2,950 a month for broader operational change. The suitable tier depends on the processes involved, the systems they touch and the support needed. It’s a retainer, not an open-ended project bill.
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