Implementation
Start with one site and one exception workflow. Expand after the team can capture, review and resolve it reliably.
1. Discovery
Walk through a recent extra-work job or changed supplier promise. Agree the gap, the decision owner and what success will mean.
2. Select one site and workflow
Choose an operating site, a small team and an accountable commercial owner. Confirm pilot access and terms before work begins.
3. Import customers and rates
Prepare customer/site references, work categories and the agreed contract rates with effective dates. Existing extra work can be imported through the CSV workflow. Validate a sample before the full import.
4. Configure users and roles
The workspace owner sets up individuals as operators, reviewers, administrators or read-only users. The current sign-in uses an OpenAI account. Agree any independent enterprise identity requirement separately.
5. Train operators
Practise floor capture, evidence upload and duplicate handling. Show the difference between saving a draft and approving a charge.
6. Run the pilot
Record a baseline and goals, use the system on agreed jobs and review incomplete evidence and outstanding actions.
7. Measure and review
Compare recorded, approved, invoice-ready and paid value. Measure adoption and evidence quality. Validate claimed recovered value with finance.
8. Expand and exit clearly
Agree additional sites, integration scope and support before expansion. Records can be exported; arrange evidence-file transfer and retention/deletion review if you leave.