CARLOS
Construction / Project Management — Mexico
Client Profile
Industry
Construction (Mexico)
Size
8-12 concurrent projects, 45 employees, 80+ subcontractors,
$15M annual volume
Challenge
Excel tracking causing 18% overruns ($2.7M), 15,000+ files
scattered, client transparency complaints
Business Problem
→ Project tracking via Excel and WhatsApp – no single truth
→ No centralized document management – blueprints, permits, contracts
scattered
→ 18% budget overruns due to lack of real-time cost tracking
→ Subcontractor coordination chaotic – conflicts, duplicate work, missed
dependencies
→ Client updates manual – PMs spending 8+ hours weekly on reports
→ No photo documentation – dispute resolution difficult
→ Cash flow problems from poor milestone tracking
Objective
Reduce overruns from 18% to under 5%
Real-time visibility across all 12 projects
Centralize 15,000+ documents with instant retrieval
Automate 70% of client communication
Improve subcontractor coordination, reduce delays 40%
Reduce PM overhead from 12% to 7%
Enable mobile access for on-site workers
Automation Details
Budget Intelligence
Real-time cost aggregation across labor,
materials, equipment
Variance
Automated variance alerts when costs exceed 5% of budget line items
Analytics
Predictive analytics forecasting final cost
Document AI
OCR extracts text from scanned documents making
them searchable
Categorization
Automatic categorization by document type (blueprint, permit, invoice)
Version control
Version control tracking all changes
Photo Pipeline
Daily photo requirements enforced via mobile app
Auto-organized
Photos auto-organized by project area and date, GPS time tracking
Subcontractor Coordination
Shared calendar preventing scheduling
conflicts
Task dependencies
Automated notifications for task dependencies
Photo verification
Digital timesheets with photo verification
Client Portal
Automated weekly reports with photos, tasks, milestones,
budget
Workflow
Change order workflow with three-tier approval
Invoice generation
Payment milestones tracked with automated invoice generation
RFI Management
Tracking averaging 2.3 days vs previous 8 days
Solution Overview
→ Custom construction project management SaaS
→ Project dashboard (Gantt charts, task dependencies, critical path,
percent complete)
→ Real-time budget tracking (expense recording, purchase orders,
variance alerts at 5%)
→ Document management (version control, markup tools, mobile upload,
OCR search)
→ Subcontractor portal (schedule, timesheets, payment tracking)
→ Client portal (daily photos, milestones, change order approval)
→ Mobile-first PWA for on-site workers (daily reports, safety checklists,
material requests, RFIs)
Technology Stack
Frontend
Angular 16, PrimeNG, Progressive Web App
Backend
Laravel 10 (PHP), RESTful API
Database
MySQL 8.0, Elasticsearch for document search
File Storage
AWS S3 with CloudFront, S3 Glacier for archival
Scheduling
dhtmlxGantt for interactive timelines
Mobile
PWA approach (works offline, installable)
OCR
AWS Textract for text extraction
Infrastructure
AWS (EC2, RDS, ElastiCache, S3), Load Balancer, Auto
Scaling
Reporting
Chart.js, jsPDF for automated PDFs
Notifications
Twilio (SMS), SendGrid (email), FCM (push)
Backup
Automated daily with 30-day retention
Outcome & Impact
→ Budget Control: Overruns from 18% to 4.2% (77% improvement),
saving $2.1M annually
→ Project Efficiency: Completion time improved 26% (from 11.2 to 8.3
months)
→ Document Management: Retrieval from 35 minutes to 22 seconds
(99% faster)
→ Client Satisfaction: CSAT from 7.8 to 9.5, securing 5 new projects worth
$8M from referrals
→ Subcontractor Relations: Coordination delays reduced 67%,
satisfaction up 54%
→ Admin Reduction: PM overhead from 12% to 6.5%, saving $975K
annually
→ Change Orders: Approval cycle from 12 days to 2.8 days
→ Mobile Adoption: 92% of field workers using app daily, 180+ daily
reports
→ Revenue Growth: Annual contract value from $15M to $23M (53%
increase)
Why This Matters for Similar Clients
Construction Firms
Contractors managing 5+ projects gain real-time
control over budgets, timelines, and documentation
General Contractors
Reduce overruns and disputes through centralized
project visibility
Specialty Contractors
Improve crew scheduling and subcontractor
coordination
Commercial Developers
Manage multi-project portfolios with
consistent reporting and transparency
Residential Builders
Standardize processes across multiple sites while
improving client experience
Infrastructure Projects
Meet compliance and reporting requirements
with automated documentatio
ROI
Construction companies with $10M+ annual volume typically see
6–12 month payback with 250–450% ROI over 3 years
Budget Overruns Reduced
Faster Document Retrieval
Annual Cost Savings