Project Digital Workflow Consulting — Back-Office Automation for Contractors
Drawn by A. Yacobucci
Location Vermilion / NE Ohio
Rev A — 2026.06
41.4253° N
82.3646° W
SCALE: NTS

ERP · Automation · Practical AI

AI that does the paperwork. Proven on a real shop.

I help contractors and small operators stop drowning in manual work — by fixing their systems, automating the busywork, and putting AI on the boring stuff. Not a slide deck: working software, running today inside a mechanical contractor's back office.

Book a free workflow teardown See what's running
ERPAIA BillingJob CostingAP AutomationIntegrationsAI Agents
SHEET 01

Installed & Running

Deployed in production · The K Company, Akron OH (mechanical / HVAC)

Every shop runs systems that don't talk to each other — estimating, project management, fabrication, accounting — and pays people to be the connector, re-keying the same numbers between screens. Custom integrations used to cost too much to fix that. AI changed the math: it can read a legacy database the way a veteran developer would — schema, sample rows, the undocumented quirks — and do the tedious mapping work that made connectors expensive. Below: three running in production today.

WO-001 Type: AI Pipeline
System: Accounts Payable
Status: Live In Production

Automated AP Processing

Problem Vendor invoices arrived by email and got opened, read, coded, and keyed into the ERP by hand. Slow, error-prone, and it ate a skilled person's day.
AI's role Reads each invoice the way a person would — any vendor's layout, no templates to maintain — then maps what it finds onto the ERP's own vendor, job, and GL tables. It knows the database, so it codes against real accounts, not guesses.
Built A pipeline from inbox to ERP: extract vendor, PO, and line amounts; code to job and GL account; stage the entry for one-click human approval, with the source document attached.
Result AP became a review pass instead of a typing job — every entry traceable back to its source document. A human still approves; a human no longer transcribes.
Numbers, screenshots & a live walkthrough available on a call.
WO-002 Type: Integration
System: Quantum DB ↔ ERP
Status: Live In Production

Quantum Database Integration

Problem Project data lived in the Quantum database; billing and costing lived in the ERP. Keeping the two aligned meant somebody swivel-chairing between screens, re-keying the same numbers.
AI's role Digested the Quantum database from the inside — tables, keys, sample data, the conventions nobody wrote down — and produced the field mapping between the two systems. The discovery work that used to be weeks of vendor back-and-forth happened in days.
Built A direct connector between the ERP and Quantum — records flow between systems automatically, with one source of truth instead of two diverging copies, and exceptions flagged for a human instead of silently wrong.
Result The re-keying is gone and the numbers agree across systems. When the office and the ERP say the same thing, arguments end faster.
Pattern applies to any pair of systems that don't talk: estimating, PM, accounting, payroll.
WO-003 Type: Integration
System: Fab Shop DB ↔ ERP
Status: Live In Production

Fab-Shop Database Integration

Problem The fabrication shop ran on its own database — invisible to job costing until someone copied its output into the ERP after the fact.
AI's role The fab system's database was never built to talk to anything. AI worked out its structure from the schema and live rows — what's authoritative, what's derived, what's junk — so the connector was wired against how the system actually behaves, not how a manual says it should.
Built A connector from the fab-shop database into the ERP so shop production flows onto jobs as it happens, not when somebody gets around to typing it.
Result The office sees the shop in near-real time and job costing stops lagging the actual work.
Shop floor to general ledger, no human courier in between.
The pattern — why connectors got cheap
01
Point

Give AI read access to the database, the exports, or the documents — whatever the system will yield.

02
Map

AI infers the schema and proposes the field mapping between systems. I verify the business logic — units, codes, edge cases.

03
Wire

A scheduled connector runs the sync, alerts on errors, and routes exceptions to a human instead of guessing.

04
Own

It's your code on your hardware. No per-seat middleware, no integration subscription, nothing to get rented back to you.

// INTEGRATIONS USED TO BE THE EXPENSIVE PART OF BUSINESS SOFTWARE. THEY AREN'T ANYMORE.
Also built & operating
  • A cashflow-acceleration layer on top of AIA progress billing — shortening the gap between work performed and cash collected.
  • A self-hosted CRM + double-entry accounting app: jobs, estimates, invoices, payroll with federal + Ohio tax math, inventory, GL — business-critical math covered by automated tests.
  • A family of scheduled AI briefing agents that watch a data source (email, documents, market data), skip what they've already seen, and push one-line action items to a phone. Same pattern reused across six-plus domains.
  • Data pipelines that merge messy multi-source exports (bank, card, brokerage, trading CSVs) into one clean timeline with interactive reports.
SHEET 02

Scope of Services

Fixed-fee · value-priced · no hourly meter
[ 01 ]

ERP & Systems

Configure, extend, and connect ERP and accounting systems so quoting, billing, inventory, and the GL stay in sync — instead of living in spreadsheets and inboxes.

[ 02 ]

Custom Automation

Replace recurring manual work — data entry, reconciliation, reporting, alerts, follow-ups — with scheduled jobs and integrations that run themselves.

[ 03 ]

Practical AI

AI agents for the boring, high-volume work: reading invoices, summarizing inbound email, drafting documents, watching data and flagging what matters — wired into the tools you already use.

0 Workflow Teardown 30-minute call. You walk me through how work moves through your office; I name 2–3 things worth automating and roughly what they cost you today. Free
1 Systems Audit Fixed-fee deep dive: map the current process end to end, find the manual handoffs and re-keyed data, deliver a prioritized roadmap with dollar impact. Fixed fee
2 Project Build Scoped, fixed-price delivery of one automation, integration, or internal tool off the roadmap. You own everything I build. Fixed price
3 Fractional Digital Ops Ongoing retainer for a business that needs a builder watching its systems — improvements, monitoring, new automations — but not a full-time hire. Monthly

// START AT 0. NO LEAP OF FAITH REQUIRED.

SHEET 03

General Notes

How the work gets done

Owner keeps the stack. Self-hosted where it makes sense, no per-seat SaaS sprawl, no rented tools you can't leave. You own the code and the data.

Business-critical math ships with tests. Payroll, ledgers, billing — if a number matters, an automated test proves it. Built that way for my own accounting software; built that way for yours.

Ten-plus years inside a real contractor's ERP. AIA progress billing, job costing, change orders, the cashflow squeeze — I speak owner-and-trades, not just engineer.

AI where it earns its keep, nowhere else. The wins above aren't chatbots — they're AI quietly doing high-volume clerical work with a human approving the output.

Ship and iterate. Small scoped builds that get used beat eighteen-month platforms that don't. Every engagement ends with something running.

SHEET 04

Get In Touch

Email · read and answered personally

Email is the way to reach me. No contact form, no scheduling widget — write to me directly and I read and answer it myself.

Tell me about your shop and what's eating your office's time. The first step — the 30-minute workflow teardown — is free.

WORTH INCLUDING
01 · who you are and the company
02 · the workflow that's eating your office's time
03 · the systems involved — ERP, spreadsheets, inboxes
04 · roughly how many hours a week it burns
Direct line
Write the email

// replies come from me, not an autoresponder