Construction

Construction projects generate complex paperwork across many parties—general contractors, subcontractors, suppliers, and consultants. Invoices and applications for payment come in inconsistent formats, supporting documents arrive as scans and emails, and progress billing requires tight control over approvals, change orders, and compliance.

Enterflow applies AI OCR and document workflows to construction to convert project documents into structured data, validate them against contractual and project rules, and route them through approvals and payment processes with clear exceptions and auditability.

Where AI OCR delivers value in Construction

1) Subcontractor invoices and progress billing (Pay Apps)

Construction billing is rarely a simple invoice—often it is milestone-based and documentation-heavy.

Typical documents

• subcontractor invoices

• applications for payment (AIA-style pay apps, progress billing forms)

• supporting schedules and continuation sheets

• lien waivers (conditional/unconditional)

What we extract

• project identifiers (job number, cost code, phase)

• billing period, percent complete, amounts billed to date

• retainage amounts and rates

• line items by cost code / scope

• references to change orders and approved variations

Workflow outcomes

• faster review cycles and fewer disputes

• consistent project cost visibility

• clean data for ERP/job costing systems

2) Purchase orders, delivery notes, and materials paperwork

Materials management is a major cost driver and risk area.

Typical documents

• purchase orders and confirmations

• packing lists and delivery notes

• supplier invoices and credits

What the workflow does

• extracts PO numbers, supplier references, delivery dates, quantities

• normalizes unit measures (each, pallet, cubic meter, etc.)

• supports two-way/three-way matching (PO ↔ delivery ↔ invoice)

• flags shortages, substitutions, or pricing deviations for approval

3) Change orders and variations

Untracked or inconsistently documented changes lead to margin erosion.

Typical documents

• change order requests and approvals

• variation orders

• revised scopes and pricing schedules

• email approvals and supporting attachments

What we extract and organize

• change identifiers, dates, parties involved

• scope changes and line-item pricing

• approval status and required signatures

• mapping between change orders and subsequent pay apps/invoices

Outcome: better financial control and fewer missed billable changes.

4) Compliance and safety documentation

Construction requires ongoing compliance tracking across vendors and sites.

Typical documents

• insurance certificates (COIs)

• safety documents, method statements, permits

• subcontractor onboarding forms

• inspection reports

What the workflow does

• classifies documents by compliance type

• extracts critical dates (effective/expiry), insured parties, policy numbers

• flags expirations and missing certificates

• creates structured compliance registers per project/vendor

5) Timecards, workforce documentation, and field reporting

Field documentation often arrives as photos, scans, or mixed forms.

Typical documents

• timesheets/timecards

• daily logs and site reports

• equipment logs and rental records

What we extract

• employee/vendor identifiers, dates, hours, rates

• equipment IDs, usage hours, rental periods

• structured summaries for payroll, cost tracking, and project reporting

6) Project close-out and audit readiness

At the end of a project (or during audits), teams need evidence fast.

What the workflow supports

• searchable indexing of all project documents

• metadata extraction (project, vendor, cost code, date, amount)

• traceability from extracted values back to source pages

• consistent document packaging for close-out and disputes

Construction-specific validation (controls that prevent leakage)

We implement checks tailored to construction workflows, such as:

• retainage calculations and caps

• progress-to-date consistency across billing periods

• matching pay apps to approved contract values and change orders

• duplicate invoice/pay app detection

• cost code and job number normalization

• tolerance rules for partial deliveries and staged billing

• exception queues with reason codes (so issues are explainable to PMs and finance)

Key data we track (so ROI is concrete)

We define success using metrics that map to project controls and finance:

• Approval cycle time (days from submission to approval)

• Exception rate and root causes (missing COI, mismatch vs PO, unapproved change)

• Straight-through processing rate for standardized documents

• Job cost accuracy (reduction in miscoded or uncategorized spend)

• Recovered value (missed change orders captured, overcharges flagged)

• Cost per document vs manual processing

Integration targets (where the data goes)

We integrate structured outputs into your existing stack, commonly:

• construction ERPs and job costing systems

• procurement and vendor management tools

• project management platforms

• document management systems and shared drives

• finance/AP systems for payment workflows

Integration patterns can be API-based, event-driven (webhooks/queues), or adapted for legacy environments.

Security and private deployments

Construction documents often contain contract pricing, bank details, personal data, and insurance documentation. We support:

• private cloud deployments (AWS, Azure, or GCP)

• private networking, encryption, IAM/RBAC, audit logs

• configurable retention and deletion policies

Ready to streamline project paperwork and billing?

If you share representative documents (pay apps, invoices, COIs, change orders, delivery notes), we can map:

• extraction targets and expected accuracy,

• validation rules and exception routing,

• integrations into your ERP/project systems,

• and a phased rollout plan (pilot → scale).

Contact: info@enterflow.ai
Website: https://enterflow.ai/