TradeFlo
Workflow automation for firms
Type it once, from site change to valuation.
We build AI workflows around the systems your firm already uses. The AI reads the supplier quote, the site note or the valuation (payment application) sheet and drafts the next document. A named person approves it before it goes anywhere.
Where the hours go between people
A supplier quote arrives as a PDF. Someone retypes every line into a spreadsheet before anyone can compare it.
A change agreed on site waits in one person's inbox. The office hears about it when the client queries the price.
The site record says one thing and the valuation sheet says another. Someone has to work out which version is right.
01
Map
We follow one workflow with the people who handle it, from the first document to the final sign-off. No AI runs at this step. Your office lead receives a written map of every handover, waiting point and owner.
What we will ask you
- A recent job file with private details removed
- The people who handle each handover
- The point where work most often waits
Before the next step: Your office lead checks that the map matches the work before we scope a connection.
See how Map worksSupplier comparison: workflow map
Estimator receives the quotes
Source: the project inbox and attachments
Office prepares the comparison
Waiting point: an exclusion needs clarification
Buyer checks the package
Decision: ask the supplier or accept the scope
02
Connect
We list the systems the workflow needs, such as Microsoft 365, Procore or Autodesk. For each one, we note what the AI can read or change. Your systems lead approves that list and the diagram before anything is connected.
What we will ask you
- The systems involved and their administrator
- Which records the AI can read or change
- The person who can authorise access
Before the next step: Your systems lead signs off the permissions and data route before anything is connected.
See how Connect worksAccess list and systems diagram
- Microsoft 365 mail
- Read attachments from the project inbox you choose
- Microsoft 365 files
- Read the scope and store the draft
- Microsoft 365 sheet
- Write the comparison for the buyer to check
Project inbox Scope folder Draft comparison
Access owner: your systems lead. Supplier messages stay outside this connection.
03
Build
We build the workflow on your own examples. The AI reads each document, drafts the output and flags anything it cannot match. The person who runs the process tests it before anyone relies on it.
What we will ask you
- Examples of a normal job and an exception
- The person who will use the output
- A clear test for whether the work is ready
Before the next step: The person who runs this process accepts the test output before it is put into use.
See how Build worksDraft comparison: ready for checking
Package scope
Supply and installation
- Scope gap flagged
- Delivery is excluded. Ask the supplier to clarify.
- Source linked
- Supplier attachment, exclusions section
Status: awaiting buyer review
A person approves every draft.
Money, contracts and safety
A named person signs off anything that commits your firm, before it leaves the office.
When the AI is unsure
It stops and passes the document to a person, with a note of what it could not match.
A trail for each draft
Each draft keeps a link to its source documents and the name of the person who approved it.
Where a person decides
- System prepares a draft and links its sources.
Named buyer reviews
Approve, return or stop.
- Buyer sends the decision by the firm's normal route.
A failed check goes back to the team. The draft does not release itself.
Workflows we start with
Supplier quotes
The AI reads each supplier's PDF, lines up the items and exclusions, and drafts a comparison for your estimator to check.
See supplier quotesVariations (change orders)
A note or photo from site becomes a draft notice and price, ready for your contracts manager to sign off.
See variationsValuations (payment applications)
Each line of the draft application links back to its site record, so your commercial lead can check it.
See valuations
Other handovers, such as purchase orders or requests for information (RFIs), are mapped in the free workflow review.
How we will know it worked
Before we build, we agree one measure with you, taken from your own records.
For supplier quotes, it can be how often a comparison goes back for a missing exclusion.
At handover, we check the same measure on jobs your team has run through the workflow.
What is agreed before we build
What the AI can read and change, system by system
It runs in your firm's accounts, with your administrator in control
The test that shows the workflow is ready
Handover notes for the people who will use it
Who is told when a run fails, and how
Before you start
What does workflow automation do in a construction office?
It takes the retyping out of the paperwork between site and office. The AI reads a supplier quote, a site note or a valuation sheet and drafts the next document, and a named person on your team approves the draft.
Which workflow should we start with?
The one that comes back to your desk most often. If two compete, we start with the one that has the clearest owner.
What if the process is messy?
That is normal. The map records how the work happens now, workarounds included, before anything is built.
How much of our staff's time does it take?
We agree it in the scope, person by person, before paid work starts. The review itself needs the people who handle the handovers.
What if our own team should build it?
If your team is better placed to build it, we will say so.
Do you replace our project software?
We check the tools you already use first. If a connection is unavailable or unreliable, we explain that before quoting the work.
Can we stop after the review?
Yes. The map is yours to keep, with no obligation to book a build.
Is the first review free?
Yes. The deeper screen-mapping review is a separate piece of work, priced after that conversation.
Bring one workflow to the review.
Name the handover that keeps coming back to your desk. The first review with your team is free.
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