Scenarios: AI workflow systems for construction operations
Four workflow systems CASA Labs has designed or modeled for construction and infrastructure operations.
Scenarios 01, 02, and 04 describe real CASA Labs engagements, with each client anonymized and identified only by type and size. Scenario 03 is illustrative. Across all four, quantified statements are stated as design targets and goals, not as achieved results.
01 · Engagements and scenarios
Scenario 01: RFI and submittal automation for a regional general contractor
Anonymized client engagement
RFIs and submittals move through email, shared drives, and spreadsheets. Each one is logged by hand, routed to the right reviewer, and chased for a response. Across several active projects the volume makes status hard to track, and overdue items tend to surface late.
What CASA Labs built
An automation layer that ingests incoming RFIs and submittals from email and file storage, extracts the key fields, routes each item to the responsible reviewer, and tracks status against due dates. It runs on client-owned infrastructure and integrates with the tools already in use, such as email, shared drives, spreadsheets, and a construction project platform where access allows.
Design targets
- Design target: cut submittal review turnaround from days to hours.
- Design target: give project teams one current view of every open RFI and its owner.
- Design target: flag overdue items before they affect the schedule.
Scenario 02: back-office document automation for a multi-site developer
Anonymized client engagement
Change orders, invoices, and daily logs arrive in different formats from multiple sites. Staff re-key the data, match invoices to purchase orders by hand, and reconcile records project by project. The work is slow and the results are inconsistent.
What CASA Labs built
A document processing pipeline that reads change orders, invoices, and daily logs, matches invoices against purchase orders and contracts, and writes structured records into the systems the back office already uses. It runs on client-owned infrastructure and integrates with accounting software, file storage, and spreadsheets. It is designed for environments with strict data-handling requirements.
Design targets
- Design target: move invoice matching from full manual review to exception-only review.
- Design target: standardize how change orders are captured across every site.
- Design target: keep an auditable record of each document and the actions taken on it.
Scenario 03: field operations assistant for on-site crews
Illustrative scenario
Crews capture daily logs, photos, and safety forms on their phones, often after the work is finished. Entry is inconsistent, photos go unlabeled, and information reaches the office late.
What CASA Labs would build
A field assistant that works through the channels crews already use, such as text message, voice notes, and email, so there is no new app to learn. It captures daily logs by voice, classifies and tags site photos, and turns safety checklists into short guided prompts. It runs on client-owned infrastructure and integrates with existing file storage and project records.
Design targets
- Design target: let a crew file a daily log by voice in minutes, not at the end of the day.
- Design target: tag site photos automatically so they are searchable by location and task.
- Design target: capture safety checks at the point of work.
Scenario 04: executive cross-project dashboard for operations leadership
Anonymized client engagement
Leadership pulls status from many projects by hand, each in its own format. By the time the reports are compiled the picture is out of date, and risks are hard to compare across the portfolio.
What CASA Labs built
A private dashboard that reads from the systems each project already uses, compiles daily briefs, and highlights risks and anomalies across the portfolio. It runs on client-owned infrastructure and integrates with project management, accounting, and document systems where access allows. Operational data stays inside the client environment.
Design targets
- Design target: give leadership one current view across every active project.
- Design target: surface schedule and cost risks early enough to act on.
- Design target: replace hand-compiled status reports with an automated daily brief.
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