Microsoft 365 for construction
Private AI and Microsoft 365 automation for construction companies
Construction firms already run on Microsoft 365 — but drawings, contracts, and supplier invoices scatter across sites, and approvals stall in email. We build private AI agents and Power Automate workflows that put your project documents to work and move approvals in days, not weeks — inside your own tenant, audit-ready.
15+ years on Microsoft 365 · built on Anthropic Claude · Microsoft Graph
How does Microsoft 365 automation help a construction company?
Microsoft 365 automation lets a construction company centralise project documents in SharePoint, route supplier-invoice and change-order approvals automatically across sites with a full audit trail, and ask a private AI agent grounded questions about any contract or drawing — without data leaving its own tenant. For document-heavy, multi-site contractors this typically cuts approval cycle time by around 30% and removes hundreds of hours of manual coordination a year, while keeping every decision traceable for audits.
The construction document problem
A growing contractor running several sites hits the same wall — not a lack of tools, but a lack of flow between them.
- Drawings, RFIs, contracts, and permits live in inboxes and local folders, not one source of truth.
- Supplier invoices and change orders wait days for approval because the chain runs on email.
- No reliable audit trail when a client, auditor, or dispute asks “who approved this, and when?”
- Site managers and the office work from different versions of the same file.
- Copilot per-seat licences are expensive and still can’t find last quarter’s subcontractor contract.
What we build for construction firms
Three connected layers, all inside your existing Microsoft 365 and Azure — nothing to rip out, no parallel platform to maintain.
Privault for project knowledge
A private AI agent that searches your SharePoint contracts, drawings, and site records and answers with citations — “what are the payment terms with this supplier?” — without your data leaving your tenant.
Explore Privault →Invoice & approval workflows
Multi-level approvals for supplier invoices and change orders, routed by amount and project across sites — with reminders, dynamic permissions, accounting codes, and a complete audit trail built in.
SharePoint document control
One governed home for drawings, RFIs, contracts, and permits — organised by project and phase, with version control, so the office and the field always work from the same record.
Invoice approvals, automated across three countries
This is the exact problem we solved for an international construction group — anonymised under NDA, but real and running for 5+ years.
500+ supplier invoices a month, approvals stuck on email
An international construction group was processing 500+ supplier invoices a month across sites in Latvia, Norway, and Sweden, with approvals stalled in email and no reliable audit trail. We designed a 12-flow Power Automate and Azure solution: a custom approval app, automated reminders, dynamic permissions, and SharePoint-based tracking with accounting codes and budget validation built in.
Why a specialist, not a generic product or dev shop
Construction FAQ
Does this work if our documents are messy and spread across sites?
Yes — that is the normal starting point. The private AI agent handles unstructured content and doesn’t depend on perfect metadata or folder hierarchies, and the SharePoint foundation gradually brings drawings, contracts, and site records into one governed home. We start with a fixed-scope audit to map what you have.
Can it route invoice approvals differently by amount and project?
Yes. Approval chains can branch by invoice amount, project, site, or cost code — for example a small subcontractor invoice goes to the project coordinator, while a large change order requires the project manager and finance. Every step is logged with approver, timestamp, and comments.
Will our project data stay private?
Yes. Everything runs in your own Microsoft 365 and Azure tenant. Documents never leave your environment; the only external call is to the reasoning model under enterprise terms with zero data retention, so your data is not used for training.
Can it connect to Procore, Sage, or our ERP?
Yes — anything with a REST API can be integrated via Microsoft Graph, Power Automate, or Azure Functions, so approval outcomes flow back into your project record of truth.
How fast can we see results?
A focused prototype on your real data is usually live in 1–2 weeks; a production rollout typically 3–7 weeks depending on scope. Most engagements start with a fixed-scope audit so we both have a clear picture first.
Let’s automate the paperwork your sites run on
Tell us where approvals stall and which project documents are hardest to find. We’ll show you, honestly, what private AI and Microsoft 365 automation could do for your construction business — no slides, no pitch deck.