Construction & Real Estate

Documentation Index

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Every AP Coordinator knows the Friday morning feeling. Forty-seven open invoices. A cash position that won’t cover all of them. Three vendors calling about payment status. A lien deadline on Monday that nobody flagged until now. Every Project Manager knows the equivalent. A client wants an owner report by 3pm. You have nine active jobs. Three of them are probably over budget. You just don’t know which three yet, or by how much, or why. Every Project Engineer knows the daily grind. Five cost codes are burning faster than schedule percentage. Two RFIs are overdue with no response. A subcontractor’s insurance expired last week and nobody noticed. The Sage Co-Pilot solves all three. Not with another report or another dashboard, but with a Co-Pilot that connects directly to your Sage 300 CRE data via ODBC. It understands your role and answers your actual questions in plain English.

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Getting started

Setting up the Sage Co-Pilot for your team takes less than a day.

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The Co-Pilot knows your role before you ask

A Persona in IdeaBoxAI is the AI’s understanding of who you are, what you need, and what your data looks like. The persona you are assigned to determines which data you see, which skills are available, and which starter prompts appear on your home screen. The Sage Co-Pilot ships with three purpose-built personas. Each connects to the Sage 300 CRE tables relevant to their role via ODBC.

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AP scenario: payment run prioritisation

Priya Sharma - AP Coordinator 12 active projects, 47 open invoices, cash position review due by 9am Priya types: “Which open commitment invoices should I pay first this week, and are any of them at lien risk?” The Co-Pilot responds with a payment priority summary covering all 47 invoices ranked by lien risk, early-pay discount expiry, due date, and PO match status:

Payment priority summary, week of April 17 47 open invoices across 12 projects. $1.24M total outstanding. Cash available: $940,000 Action required today:

• ABC Electrical, INV-2301 ($84,200): Lien deadline Mon Apr 21. No waiver on file. Preliminary notice filed Feb 3.
• XYZ Mechanical, INV-2289 ($12,400): 2% early-pay discount expires today at 5pm. PO matched, no holds.
• ABC Plumbing, INV-2294 ($31,000): Lien deadline Thu Apr 24. Waiver requested Mar 28, no response in 20 days.

Recommended payment run: 6 invoices totalling $183,200. All have approved POs, no compliance holds. Cash position after full run: $629,200 remaining. 38 remaining invoices: $929,200 total. None due before Apr 28.

Priya follows up: “Show me all invoices from ABC Electrical across all jobs.” The Co-Pilot returns a vendor summary with 4 invoices across 2 projects, identifies $115,600 in lien-exposed invoices with no waivers on file, and recommends requesting conditional lien waivers before releasing payment. The results:

• 47 invoices ranked by risk in under 2 minutes.
• $115,600 in lien-exposed invoices flagged with vendor history.
• Friday morning prep reduced from 90 minutes to a 5-minute review.

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AP scenario: daily morning brief

Marcus Okafor - AP Coordinator 8 active construction projects, 3 states, 31 open invoices Marcus types: “Give me my AP morning brief, what needs my attention today?” The Co-Pilot responds with a structured brief covering action items, payments due, and a week-ahead outlook:

AP morning brief, Thursday, April 17, 2026 8 active projects. 31 open invoices. $1.24M total AP liability Action required today:

• XYZ HVAC, INV-4410 ($18,400, Midtown Tower): No matching PO found. First mismatch for this vendor across 6 prior invoices.
• ABC Framing: Insurance cert expires Mon Apr 21. Active on 2 projects. Send renewal request today.

Due in 48 hours, ready to process: 3 invoices totalling $62,800. All PO matched, no holds, waivers on file. Heads up, next 7 days: XYZ MEP insurance expires in 11 days. 4 invoices totalling $87,400 due between Apr 22-25.

Marcus reviews the brief in under 3 minutes, flags XYZ HVAC for investigation, and approves the payment run before his 9am stand-up.

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PM scenario: portfolio health scan

Sarah Chen - Project Manager 9 active jobs, portfolio review with VP at 10am Sarah types: “Scan my portfolio and flag any jobs where cost-to-complete is trending over original budget.” The Co-Pilot responds with a portfolio scan covering all 9 jobs:

Portfolio health scan, April 17, 2026 9 active jobs. $82.4M total committed value. 3 flagged Harborview Mixed-Use (high risk): Original budget $16.4M, committed $18.2M (+11%). Contingency effectively exhausted at $42,000. Driven by $1.1M structural steel overrun plus 3 unsigned change orders ($184,000). Overrun accelerating from 4% at 50% complete to 11% at 60%. Eastside Warehouse (watch): 6% over budget at 45% complete. $480,000 in mechanical extras from late architectural revision. Contingency at 3.6%, runs out at ~65% complete at current pace. Ridgecrest Office (marginal): 2% over at 72% complete. Minor extras across three trades. Likely closes within contingency. 6 other jobs: All tracking within 1% of original budget.

Sarah follows up: “Show me the change order status for Harborview.” The Co-Pilot returns the full change order summary showing $184,000 in unsigned COs, including one that is 18 days overdue (2x the normal turnaround with this owner), and recommends specific escalation actions. The results:

• 9 jobs health-scored in seconds with trend analysis and contingency burn rate.
• $184,000 in revenue risk surfaced with specific next steps.
• Monday morning prep reduced to a 4-minute conversation.

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PM scenario: owner report generation

David Osei - Project Manager Client report due at 3pm, normally takes 90 minutes David types: “Generate an owner progress report for Lakeside Residences. Include budget vs actual, committed costs, schedule status, and top risks.” The Co-Pilot generates a structured report with executive summary, budget and cost summary, schedule status by phase, pending change orders requiring owner action, and top risks with decision deadlines:

Lakeside Residences, Owner Progress Report Executive summary: Project is 64% complete, tracking within 1.5% of original budget. Framing is 4 days behind baseline due to weather delay. Two items require owner decisions this week. Key figures: Original contract $18.4M, revised $18.55M, projected final $18.61M (+0.3% variance). Contingency remaining: $248,000 (1.3%). Top risks:

• Window package order deadline Apr 24. 14-week lead time means any delay adds to critical path.
• CO-009 facade changes ($148,000) due Apr 22. Facade sub cannot mobilise until executed.

The results:

• Full owner progress report generated in under 10 minutes instead of 90.
• Data pulled automatically from four Sage modules.

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PE scenario: cost code burn rate alert

Jake Torres - Project Engineer 2 assigned jobs, 6:45am site arrival Jake types: “Which cost codes are burning faster than the schedule percentage on my jobs?” The Co-Pilot responds with a burn rate analysis across both jobs:

Cost code burn rate alert, April 17, 2026 2 jobs. 47 active cost codes. 5 flagged Harborview Mixed-Use (3 codes at risk):

• 03-200 Structural concrete: 72% burned at 60% schedule (+12%). Projected $148,000 over.
• 09-100 Drywall: 62% burned at 48% schedule (+14%). Labour rate running 8% above estimate.
• 15-400 HVAC ductwork: 67% burned at 55% schedule (+12%). Ductwork rerouting from architectural revision.

Combined projected overrun: $305,600 across 3 cost codes. Eastside Warehouse (2 codes to watch): Both within 5% variance. Flag for weekly monitoring.

Jake follows up: “Draft a change order for the extra excavation work on Eastside.” The Co-Pilot generates a CO document with actual rates from JCCD cost data, schedule impact assessment, and contract references, ready for PM review. The results:

• 5 at-risk cost codes identified with root cause analysis.
• Change order drafted with actual rates in under 60 seconds.
• Morning site prep reduced from 30 minutes to 3 minutes.

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PE scenario: RFI tracking and daily log

Maria Santos - Project Engineer 3 assigned jobs, end of day on site Maria types: “Which RFIs are overdue for a response on my jobs?” The Co-Pilot responds with an overdue RFI tracker:

Overdue RFI tracker, April 17, 2026 3 jobs. 14 open RFIs. 4 overdue

• RFI-042 (Harborview, beam depth discrepancy): 10 days overdue. Stop-work risk if not resolved by Apr 21.
• RFI-038 (Eastside, electrical panel clearance): 5 days overdue. Blocks electrical rough-in.
• RFI-051 (Northgate, roof drain location): 3 days overdue.
• RFI-053 (Harborview, fire rating): 2 days overdue.

Maria fires off follow-up emails, then types: “Generate my daily construction log for today.” The Co-Pilot generates a structured daily log pulling crew data from PMPRJ and PMSUB records, work order completions, equipment on site, weather, and issues, ready for review and submission.

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PM scenario: cash flow forecasting

Elena Vasquez - Project Manager MEP subcontractor, 5 active jobs, payment timing is critical Elena types: “Show me my cash flow forecast for the next 30 days across all active jobs.” The Co-Pilot responds with a 30-day forecast:

30-day cash flow forecast, April 17 to May 17, 2026 5 active jobs. Net 30-day position: +$213,000. Timing risk in week 3 Expected inflows: $847,000 across 5 jobs (confidence scored per client payment history). Expected outflows: $634,000 (subs, materials, equipment, insurance). Timing risk, April 24 to May 7: A 14-day window where cumulative cash flow goes negative (-$66,000 peak). The XYZ Medical payment ($312,000) is expected Apr 22 but this client averages 34 days on their last 8 payments. If they pay on their actual pattern, the gap widens to -$140,000 for 4 days. Recommendation: Follow up with XYZ Medical AP today to confirm payment date. Consider accelerating the Lakeside draw or deferring the HVAC equipment payment as fallback.

The results:

• $140,000 cash flow gap identified 10 days before it would have hit.
• Payment confidence scored per inflow based on actual client history.
• Proactive follow-up with a concrete fallback plan.

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Skills that power all three personas

Each persona is powered by a set of skills that define how the Co-Pilot handles specific types of requests. The Sage Co-Pilot ships with 24 skills across the three personas, 8 per role. You can trigger a skill in two ways:

• Click a starter prompt on the home screen to pre-fill the chat input.
• Type your request in plain language. The Co-Pilot auto-detects the appropriate skill.

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Project Manager skills

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Project Engineer skills

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AP Coordinator skills

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Connected to your Sage 300 CRE data

The Sage Co-Pilot connects to your live Sage data via a read-only ODBC service account. No ETL, no nightly sync, no data warehouse required. Each persona only sees the data relevant to their role. An AP Coordinator queries APINV, APVD, JCPO, and PMSUB. A Project Manager queries JCJOB, JCCD, CTJOB, CTCO, and PMPRJ. A Project Engineer queries JCCD, PMRFI, PMSUB, and PMPRJ. Key details:

• 10 Sage 300 modules accessed: JCJOB, JCCD, JCPO, CTJOB, CTCO, PMPRJ, PMRFI, PMSUB, APINV, and APVD.
• Role-scoped knowledge base per persona.
• Dashboards for visual reporting: PM Overview, PE Overview, and AP Overview.
• Gmail integration for one-click email drafting. Draft-first, user reviews before sending.
• Data queries return in under 4 seconds. Document generation in under 8 seconds.

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Next steps