Construction Back Office Support for Contractors
Your project manager spends more of the week chasing signatures than running the job site.
We staff the RFI log, the subcontractor calls and the compliance paperwork with people trained on how a job actually moves, and we automate the logging and chasing that eats a project manager's week — so the schedule slips less and nothing gets missed on a technicality.
Sound familiar?
The friction we hear most.
The RFI sits in an inbox while the crew waits
A question that should take a day to answer takes two weeks, and the trade behind it stands around waiting to hear back.
Certified payroll paperwork is a full day nobody has
The reports are due weekly regardless of how the job is going, and a missed submission can hold up the whole draw.
A lien waiver goes unsigned and a payment stalls
One missing waiver in a stack of forty is enough to freeze funds to a subcontractor who is threatening to walk off the site.
Change orders get agreed verbally and disputed later
Everyone remembers the conversation differently once the invoice arrives, and the paperwork that would have settled it was never written down.
Who joins your team
Roles we staff.
Project Coordination Assistant
Logs RFIs and submittals, chases responses from architects and engineers, and keeps the tracker current so nothing falls off the schedule.
Subcontractor Liaison
Confirms crew arrival, coordinates supplier deliveries against the schedule, and fields the calls that would otherwise interrupt the site superintendent.
Compliance Documentation Specialist
Prepares certified payroll reports, tracks lien waiver collection and keeps subcontractor insurance certificates current for every job.
Permit & Inspection Scheduler
Books inspections against the building department's calendar and tracks permit status across every active job so nothing stalls waiting on paperwork.
Day to day
What they handle, every day.
- Log incoming RFIs and chase architects and engineers for responses against deadline
- Track submittal status across every trade and flag the ones running late
- Prepare and file weekly certified payroll reports for the job
- Collect lien waivers from subcontractors before each payment release
- Draft change order paperwork from field notes before the invoice goes out
- Schedule building department inspections against the project timeline
- Confirm subcontractor crew arrival and coordinate supplier delivery windows
- Track insurance certificate expiry for every subcontractor on site
- Field calls from suppliers and subcontractors so the superintendent can stay on site
- Chase permit status across every active job and flag delays before they stall a milestone
The handoff
Where automation stops. Where the team starts.
Automation is genuinely faster at the first, predictable touch — that part is not in question, and we build that side too: managed AI agents and custom automation sitting on the systems you already run. What follows is the moment it runs out of road, and a trained person picks up with the context already in hand. Both halves come from us, on one account.
A subcontractor calls asking when a submittal will be approved
Where AI stops
An automated log timestamps the RFI the moment it is filed and reads back exactly how long it has sat with the architect. It cannot tell which architect actually needs a phone call today versus an email that will sit for another week.
What our team does
Calls the architect directly once "still waiting" has run longer than the schedule allows, and gets a real answer instead of another placeholder.
A supplier calls to reschedule a delivery the day before a pour
Where AI stops
An automated system pulls up the delivery schedule and site contact instantly, no hold music required. It cannot work out whether the pour can shift a day or another supplier can cover the gap — that needs someone on the phone with both sides at once.
What our team does
Works the phone between the supplier and the site superintendent, finds a fix that keeps the pour on schedule, and confirms it back to both before the crew shows up idle.
A lien waiver has not come back three days before a draw
Where AI stops
An automated system flags the missing waiver against the payment schedule the instant it is overdue, catching what a spreadsheet would miss. It cannot chase a subcontractor who is not answering, or decide whether the draw can still go out without it.
What our team does
Calls the subcontractor directly, gets the signature or a straight answer about the delay, and tells the project manager whether the draw needs to hold.
A change happens verbally on site and needs documenting
Where AI stops
An automated system captures the field note the moment it is entered and drafts the paperwork from a template without anyone typing it up. It cannot get the subcontractor to agree on scope and cost before the invoice turns into a dispute nobody remembers the same way.
What our team does
Calls the subcontractor to confirm scope and cost while the conversation is still fresh, and gets it signed before work continues.
Built for this work
AI we build for Construction firms.
Not an off-the-shelf chatbot. These are systems we build around how this work actually runs, on the software you already use — each one with a trained person behind it for the moment it needs judgment.
RFI chase agent
Tracks every open RFI against its response deadline, chases the architect on a schedule, and escalates only the ones sitting on the critical path to a person.
Pay-app packet agent
Assembles certified payroll, lien waivers and insurance certificates for each pay application and flags what is missing or expired before the deadline, not after the rejection.
Submittal register agent
Reconciles the submittal log against the specification and surfaces what has never been submitted at all, which is the item that stops a pour.
Outcomes
What changes.
RFIs lost to an inbox
Subcontractor line coverage
RFI acknowledgment turnaround
What this could save you
Put a number on it.
The outcomes above are what changes operationally. Here's what a role like this is worth in dollars at Construction firms — the staffing saving on its own, before the routine share of the work gets automated and stops being paid for at all.
What this could save you on Construction firms
Move the numbers to match the role you're costing. The totals below update as you type — no email needed.
US cost, all-in
$69,818/yr
GH cost, all-in
$20,800/yr
Annual saving
$49,018
70.2% lower than staying in-house
Full itemised breakdown
See the six line items that make up the US-side total — payroll tax, benefits, paid leave, equipment, and recruiting — for the numbers above.
No sales call. We'll just send the same breakdown to your inbox.
Every assumption this rests on
These are conservative public US averages — employer payroll tax, benefits load, paid leave, and the rest — not GH Business Solutions' own measured figures. Every number above is either something you entered or something listed here: nothing is hidden, and nothing is rounded in our favor. It is disclosed in full so you can check the arithmetic yourself rather than take our word for it.
| Assumption | Value |
|---|---|
| Employer payroll tax | 9.15% (FICA 7.65%, plus federal and state unemployment) |
| Benefits load | 25% — insurance, retirement and supplemental pay only, since tax and leave are costed separately |
| Paid leave | 20 days (roughly 12 vacation days plus 8 public holidays) |
| Workstation and software | $1,500 |
| Cost per hire | $1,300 (SHRM 2026 median for nonexecutive roles) |
| US voluntary turnover | 18% a year (published US range is 13%-18% — we use the top of it) |
| GH rate | $10.00 per billable hour (our range is $9-$10 — we cost the top of it here) |
| Self-managed seat | $450 a month salary at cost, plus $70 a week for the desk, plus a $695 recruitment fee over 2 years |
Ready to talk specifics?
Tell us what's piling up. We'll tell you exactly what we would take off your desk.
Getting started
Two weeks, start to finish.
Week one
We map your workflow
A dedicated team lead learns your systems, protocols and escalation rules before anyone takes a live call or opens a live ticket.
Week two
Supervised live coverage
Your new team works real calls and real tasks alongside your staff, with a safety net until every handoff is clean.
Full handover
Coverage runs on its own
By the end of week two the team runs independently, with reporting you can review each morning rather than a queue you have to check.
Compliance & data handling
Built to be trusted with what matters.
- Customer and subcontractor personal information handled to a documented standard
- Payment card details never stored when collected by phone
- Contractor license, bond and permit records kept current and audit-ready
- Certified payroll and lien waiver documentation tracked to the paper trail a draw requires
Related services
Common questions
Before you ask.
Will subcontractors know they are talking to someone outside our office?
Nothing on the call gives it away. The team answers using your project names, your subcontractors and your escalation rules, so a caller has no reason to think they have reached anyone but your office directly.
How do you handle sensitive project and payroll information?
Named individuals get named access to payroll figures, contract values and subcontractor records, and every document handled leaves an audit trail. Nothing is shared outside the access you have explicitly granted.
Our software already logs and timestamps every RFI automatically. Isn't that the same thing?
Logging and timestamping is the easy part, and software already does it well. What it cannot do is call the right architect, get an answer out of them, and know which stalled RFI is actually holding up Thursday's pour versus one that can wait a week. That is the part a person does — on the phone, chasing an answer, not just tracking that one is missing. We build the logging and reminder automation as well, so the tracking runs itself and the people are spent on the chasing.
Can the team work inside our existing project management software?
Yes. We work inside whatever project management, scheduling and accounting systems you already run, using logins you issue and permissions you control. We do not ask you to change systems or migrate a project mid-build.
What size firm does this make sense for?
A single project manager juggling three jobs usually starts with someone taking RFI and submittal tracking off their plate; larger firms run a small dedicated team split across compliance paperwork, scheduling and subcontractor calls. The model grows by adding people to a team that already knows your jobs.
How quickly can support start on an active project?
Two weeks is typical, even mid-project. The first week maps your current jobs, subcontractors and paperwork backlog and trains the team on them. The second runs supervised live coverage before full handover, so nothing on an active build is learned without a safety net.
Also in home & field services
We staff the same half of the work here.
Ready to see this running in your business?
Tell us what's piling up right now. We will tell you exactly what we would take off your desk.
Talk to us