SmartOS™ — Agentic project management system deployed in <12 weeks

SmartOS™ automates the project management work your team does by hand: screening tenders, bid construction, raising orders, checking deliveries, keying time cards, matching invoices and assembling claims. It brings together more than ten workflows, reads every document that arrives through SmartDoc™, and runs on your existing databases: SharePoint, Google Drive, Dropbox or your ERP. We deliver SmartOS™ using Swift™, our applied AI implementation method, and you can read what we have built for our customers.

Contact us See the workflows ↓

The dashboard

Use AI to take control of project cost, cash position and project-related action items.

Project 2144 · Tower B fit-out Wed 09:12 LIFECYCLE Bid Estimate Award Delivery Claims Final account Payment out is running ahead of certified progress Paid to date 61.8% of budget · Certified progress 17.9% · Raised from the payables and receivables registers Open → Waiting on you 4 Finance control Supplier invoice matched to order 2144-PO-038 Kwan Metalworks · $18,420 · line items and delivery record agree Order balance after posting: $6,110 Approve Return Draft order from requisition REQ-2144-091 Formwork hire, 6 weeks · drawn on your template · awaiting approval Charges to: Structure · budget remaining $214,900 Approve Return Short delivery on order 2144-PO-031 Delivery record shows 40 of 60 panels · invoice bills for 60 Held from payment until the site record is confirmed Review 36 time cards read into the labour register Photographed this morning · 2 cards need a name confirmed Open Cost against budget recalculated on load Structure 64% Mechanical and electrical 71% Finishes 103% Preliminaries 48% CLAIMED $2.41m CERTIFIED $1.88m RECEIVED $1.52m OVERDUE $362k
A representative dashboard view. The figures are illustrative, and each one is recalculated from the project records rather than stored.

How it is built

SmartOS™ brings the power of AI to your existing workflows and databases.

SmartOS™ architecture stack An exploded three-layer diagram. The top layer is the project dashboard, showing margin, cash and overdue figures and committed cost by package. The middle layer is the agentic AI engine, which reads documents, applies your rules, checks invoices against purchase orders and routes exceptions to a named reviewer. The base layer is your existing data: SharePoint, Excel registers, SAP or NetSuite and Outlook, which SmartOS™ reads and writes through their APIs. SharePoint Excel SAP Outlook Read Apply Check Route MARGIN 18.4% CASH, 12W $1.52m COMMITTED 92% OVERDUE $362k People Project dashboard One screen per role: what the project owes, what it is owed, and what is waiting on you. Every figure opens the record behind it. Work Agentic AI engine Claude reads the drawing, RFI or claim and applies your rules. SmartDoc™ matches every invoice line to its order and the contract. Record Existing data No migration and no new file store. SmartOS™ reads and writes through the systems your team already opens every day.

Scope

SmartOS™ brings together more than ten workflows across the project lifecycle.

A tender invitation lands

  1. Pipeline and bid decision

    Hands onA bid or no-bid decision

    Opportunity screening
    Scores incoming invitations and published tenders against your capabilities, past wins and current capacity.
    Tender brief
    Reads the pack and returns scope, key dates, submission requirements, evaluation criteria and risks on one page.

  2. Estimating and submission

    Hands onA priced, checked submission

    Cost build-up
    Extracts the priced scope and returns a formula-linked costing sheet checked against the tender documents.
    Price review
    Compares the draft price against comparable past bids and your margin rules before submission.

  3. Award and mobilisation

    Hands onA baseline budget and package plan

    Budget baseline
    Converts the awarded price into the project budget by cost category, ready for tracking.
    Package planning
    Splits the scope into procurement packages with the dates each one has to be let by.

  4. Procurement

    Hands onPlaced orders and verified deliveries

    Requisition to order
    Turns a plain-language request into a supplier-ready order on your own template, routed for approval.
    Delivery verification
    Matches delivery records against the order and flags short deliveries, price changes and substitutions.

  5. Site and cost control

    Hands onCost to date against budget

    Labour capture
    Reads photographed time cards, including handwriting, and lands the hours against the right project the same day.
    Commitment tracking
    Shows committed and paid cost against budget by category, with overruns surfaced as they build.

  6. Claims and cash

    Hands onA claim issued and invoices paid

    Claim preparation
    Assembles the progress claim from site records and the contract payment schedule.
    Payment verification
    Matches supplier invoices to orders and deliveries, codes them to the project, and blocks duplicates.

Cash lands in the bank

Comparison

SmartOS™ fits the way your projects already run, and it is live in a fraction of the time.

Set against a traditional ERP implementation, which starts by replacing the way you work and takes a nine-month median to do it. Workflows outside the project lifecycle are built the same way through SmartWork™.

Starting point

System selection and vendor demos, then a migration onto a general process model.

Your live records and the staff who run each job today.

Data

Exports, schema mapping and cleanup fill the first months before anyone sees output.

Stays where it is. SmartOS™ reads from your systems and writes back to them.

Process logic

Split across configuration, integrations and custom modules only the vendor can read.

Written in plain text your team can read, test on real files, and edit when a rule changes.

Timeline

A nine-month median, with almost a quarter of projects finishing late.

Prototype to production in under twelve weeks.

Adding the next process

Another change request or another project cycle.

One more workflow on a platform that is already built.

Median ERP implementation duration from Panorama Consulting's 2026 ERP report.

Further reading

An AI-powered lite ERP for project contractors, built on the spreadsheets and documents they already use

Read the article →

Thinking of transforming your project operations with AI? Start a project.

Contact us