Development of an Automated Quoting and Document Management System for Construction Services

The client, a construction services provider, faces prolonged quote preparation times, manual handling of project scope revisions, disorganized proposal histories, and inefficient communication with contractors, leading to reduced margins, difficulty scaling operations, and slower sales cycles.

A mid-sized commercial construction company specializing in office fitouts and renovation projects across multiple regions.

• Reduce proposal and quote preparation time by automating document creation and management.
• Enable quick and transparent handling of scope variations, with a clear history and signoff process.
• Streamline communication to contractors and stakeholders via integrated email and document sharing features.
• Enhance visibility into project proposals, revisions, and sign-off statuses through real-time analytics and reporting.
• Increase operational efficiency, improve profit margins, and support business scalability.

• Simple interface for creating, editing, and sending interactive project quotes and proposals via integrated email system.
• Functionality to efficiently generate, modify, and track scope variations with clear change annotations and version control.
• One-click conversion of approved proposals into formal project specifications with customizable templates.
• Automated notifications and logs for proposal approvals, revisions, and sign-offs.
• Capability to export finalized specifications and proposal documents to PDF, Word, or other formats.
• Integrated document management synchronized with cloud platforms such as Google Drive for seamless access.
• Comprehensive tracking and reporting dashboard to provide insights into project status, scope changes, and financial metrics.

• Email system for internal notifications and proposal dispatching
• Cloud storage services (such as Google Drive) for document synchronization
• Analytics modules for reporting and data visualization

• System scalability to support increasing project volume without degradation
• High availability with 99.9% uptime SLA
• Data security and compliance with industry standards
• Fast response times, ensuring quick access to documents and data (under 2 seconds for key operations)

The implementation of the automated proposal and variation management system is expected to significantly decrease proposal processing time, improve accuracy and clarity of scope revisions, increase profit margins, reduce manual administrative efforts, and support business growth with better visibility into operational metrics. Targets include reducing proposal turnaround time by at least 30%, enhancing reporting capabilities, and enabling quicker project mobilization to capitalize on sales opportunities.