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AI Platform for Construction Project Management: Automation, Integrations and Client Reports
- Overview
- Challenges
- Services
- Functional Modules
- Technologies
- Our Achievements
Client
A construction company that runs several sites and works with contractor crews.
Technologies
Python (FastAPI) / React / PostgreSQL / Redis / Docker / Telegram Bot API / WhatsApp Business API / Claude / Google Drive API / Hetzner Cloud
Before, the manager handled contractor correspondence by hand, sorted photos and files, and wrote client reports. Now everything runs in a single system: contractors chat with an AI agent and send project progress, while photos and files are saved and organized automatically by project, date and stage. The manager sees all projects and statuses in one place, the AI prepares draft emails to clients with photos, and the manager only needs to review and edit them.
Challenges
Receive text, photos, stage statuses and invoices from contractor staff in Telegram and WhatsApp.
Reply to contractors through an AI agent, while showing the manager the full correspondence with the option to take over the conversation at any moment.
Organize contractor data by project, date, stage and status.
Show the manager the tasks, invoices and projects awaiting a decision, as well as delays and reminders.
Track work stages in percentages, deadlines and reminders for each site.
Prepare client reports in the required language (German, English) in one click: the AI writes the email, the manager reviews and edits it.
Services
Business Process Audit and Solution Design
We started by analyzing the manager's work: where time goes on forwarding photos, entering statuses and preparing reports. Based on the results, we decided which processes to automate first and what the system should look like.
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AI Automation and Integrations
Contractors send data to the AI agent in Telegram or WhatsApp, and the agent replies to them and passes the information to the manager. Photos and files land in project folders in Google Drive on their own.
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CRM and AI-Powered Document Processing
The AI classifies incoming messages, describes every photo from the site and prepares a draft email to the client. The manager reviews the result and confirms it with one button.
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End-to-End Software Development
We built a web platform for construction project management: a company-wide overview, the manager's decision queue, site cards and a contractor database. The system runs in the Hetzner cloud, and the services run in Docker containers.
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Functional Modules Delivered
AI Agents for Contractors
A contractor writes in Telegram or WhatsApp: sends photos, the stage, the completion percentage and an invoice. The agent replies and organizes the data.
The manager sees the full correspondence and can take over the conversation at any moment.
The agent is connected to the CRM, Google Drive and email.
Decision Queue
Contractor updates, invoices and draft emails are collected in a single manager queue.
The manager approves or rejects each task with one click.
After approval, the system updates the project status and sends the email to the client.
Company Overview and Projects
The main screen shows active projects, tasks awaiting a decision, overdue stages and contractors online.
The project list stores the address, client, status and completion percentage, with search and filters.
The project page shows work stages (foundation, walls, roof) with the completion percentage.
Contractor Database
Contractor contacts in Telegram, WhatsApp and by phone.
You can message a contractor right from their card, and the correspondence updates automatically.
When adding a contractor, the manager chooses the communication channel.
Photo Storage on Google Drive
Photos and files are sorted into project folders automatically.
For each photo, the AI adds a description: what is in it and what is happening on the site.
The right shot can be found by its description, without opening the file.
One-Click Client Reports
One button gathers stage data, progress and photos from the site.
The system generates an email in the required language (German or English) with links to the photos and the project folder.
The manager reviews the draft, edits it and sends it to the client.
Technologies used
Web Platform:
Python (FastAPI) for the server and React for the manager's interface.
Data and Background Jobs:
PostgreSQL for projects and contractors, Redis and a worker for background processing.
Communication Channels:
Telegram Bot API and WhatsApp Business API. The AI agent recognizes the contractor and carries on the conversation.
AI:
Claude (Anthropic) carries on the conversation, describes photos and prepares emails. The manager confirms changes.
Integrations:
Google Workspace: Drive for project files, single sign-on via Google (SSO, OAuth 2.0) with access roles, and automatic sending of emails to clients.
Infrastructure:
Hetzner Cloud, Docker Compose, Nginx, Let’s Encrypt, Cloudflare.
Our achievements
10 hours a week freed up for the manager
About 45 hours a month, and 80% of the time once spent on routine.
Client reports 6 times faster
Preparation dropped from an hour to 10 minutes: all that's left is to review and send.
Photos sorted automatically
About 100 photos a week land in project folders with descriptions.
Correspondence without manual work
Instead of 5 hours a week, the manager spends about 1.
One screen instead of chats and folders
Statuses, photos, invoices and deadlines for all sites in one place.
Control at every step
Clients and contractors see data only after the manager approves it.
Let’s talk
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