Client Onboarding Automation for Construction

For a GC, client onboarding automation covers everything from contract execution through the moment the project team is fully activated and billing is set up correctly. That means automated collection and verification of the signed owner contract, confirmation of bonding and insurance requirements, structured capture of the Preconstruction handoff, Procore project setup with correct cost codes and permissions, and confirmation of the owner's AIA G702 approval contacts and Schedule of Values structure. The goal is that nothing falls through the cracks between award and the first site mobilization.

We build the connection to whatever project management platform you run - Procore is common at this scale - to automate project shell creation, cost code assignment, team permissions, and document folder structure based on the data collected during the onboarding intake. Rather than a Project Coordinator manually entering this information, the system populates your project management platform from a structured intake form completed at award. This also means your project data is consistent across projects rather than varying by who set it up.

Yes. The workflow can be configured to collect COIs from the owner-client side - for example, confirming that the owner's builder's risk policy meets your contract requirements - and route any coverage gaps to your Controller or risk manager for resolution before the project is activated. This is separate from subcontractor COI collection, though both can be managed within the same onboarding automation framework.

One of the most common failure points in construction is the knowledge that lives in the Preconstruction Manager's head never making it cleanly to the field team. The onboarding automation includes a structured handoff form that captures scope inclusions and exclusions, owner allowances, long-lead procurement items, and any commitments made during estimating. This is routed automatically to the Project Executive, superintendent, and Controller, and stored in Procore so it is accessible throughout the project lifecycle.

It is directly applicable to specialty contractors, though the workflow looks somewhat different. For a specialty trade, client onboarding often means onboarding a GC as the client - which involves confirming subcontract terms, verifying that your COI meets the GC's requirements, setting up the correct billing contact and lien waiver process, and getting your project team aligned on the GC's submittal and RFI protocols. Automating this intake reduces the back-and-forth that typically happens over email between your PM and the GC's project team.

For a mid-market GC or specialty contractor with an existing Procore instance and a defined contract execution process, the build runs inside the first 100 days. The first weeks map your current onboarding steps and identify where delays and errors most commonly occur, so the automation is built around your actual workflow rather than a generic template - then the build and integration phase follows, and new awards are onboarding through the system before the engagement ends.