Accelerating construction project closeouts

Buffalo Construction's manual closeout processes were keeping projects open for months, tying up cash flow and stretching teams thin. Here's how we helped them turn that around.

Opportunity

The cash flow bottleneck

Buffalo Construction has built a solid reputation delivering quality projects across the country, but like many construction companies, they faced a persistent challenge: project closeouts. Manual processes for collecting required documents - lien waivers, certificates of insurance, warranties, and state-specific licenses - from vendors and subcontractors were consuming valuable administrative time and delaying final payments.

Projects that should have closed within weeks were stretching into months, creating cash flow constraints and forcing project managers to juggle active construction work with endless follow-up calls and emails. With strong executive support for innovation and decades of project data to work with, Buffalo was ready to explore how AI could streamline these critical but time-intensive workflows.

Solution

From manual follow-up to automated workflows

O3XO led Buffalo through our proven AI strategy workshop to identify high-impact use cases across their operations. While we surfaced multiple opportunities - from intelligent estimating to vendor management - the closeout automation emerged as the clear priority for immediate impact. Working closely with Buffalo's project management and accounting teams, we mapped their existing closeout workflow end-to-end and designed an AI-powered solution that integrates seamlessly with their Procore and Sage systems.

The solution automatically triggers document collection upon invoice approval, sends tracked requests to vendors, and provides real-time visibility into response status through an intuitive dashboard. Rather than disrupting their proven processes, we built bridges between their existing tools to eliminate manual touchpoints while maintaining the oversight and control their team values.

Results

2+ Weeks

Weeks saved on closeout process

In their words

"This puts eyes in places we can't see. Typically, I can only take people's word for it. This is now a view we didn't see before."

Brett Norton, President, Buffalo Construction, Inc