Use cases:

Bex’s specialties

Your team handles high-stakes paperwork every day, from observation reports and lien notices to closeout packages and invoices. These processes demand accuracy and speed, yet they're stuck in manual workflows that eat hours and invite costly mistakes. Bex automates the critical but tedious parts so your people can focus on building.

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If you've ever managed a commercial construction project, you know the drill. A consultant or superintendent walks a site and produces a deficiency report (a.k.a observation report or punch list). These documents come in every format imaginable: multi-page PDFs with photos and annotations, Word documents with tables, spreadsheets with color-coded rows, or even hand-marked drawings.

Someone on your team then has to open each report, read through every issue, and manually enter each one into your tracking system, selecting the right trade, the correct assignee, the appropriate issue type, and so on. It's painstaking, repetitive work that can take hours per report.

The consequences of delays or mistakes are real. A misrouted observation can mean the wrong subcontractor shows up. A missed deficiency can lead to expensive rework or, worse, a code violation that holds up occupancy.

Bex reads these reports in seconds, regardless of format. Using advanced LLM-powered fuzzy matching, it identifies the responsible trade, classifies each issue, selects the right assignee, and enters the data directly into Procore, Autodesk Construction Cloud (ACC), or ProjectSight. Or if your system of record is a collection of Excel spreadsheets, Bex can write and maintain those too.

Before anything is committed, Bex emails a clear approval request to your designated project engineer or manager. They review, then reply in plain language to make adjustments or approve. The whole cycle that used to take hours now wraps up in minutes.

harmonic mean is always adding integrations with new platforms, and in the age of AI-assisted development, building a new connector is faster than you might expect. If your team uses a different system, we'd love to hear about it.

Mechanics liens and lien notices are a fact of life in construction. When a subcontractor or supplier files a preliminary notice or a lien, the clock starts ticking. Miss a deadline and you could face significant financial exposure, legal complications, or stalled projects.

The challenge is that lien documents arrive as scanned PDFs, faxes, or email attachments, often in inconsistent formats and with varying levels of legibility. Today, someone on your team manually reads each document, types the key details into a tracking system, and flags the relevant people. It's slow and error-prone.

Bex extracts lien data from scanned PDFs in seconds, pulling out dollar amounts, filing dates, project names, claimant information, and other critical fields. It then enters this data into your system of record.

Just as importantly, Bex handles notifications. You configure the rules once: alert the project manager if a lien exceeds a certain dollar amount, notify legal when a response deadline is approaching, flag the CFO when multiple notices hit the same project. Bex follows those rules consistently, every time, without someone having to remember to check a calendar.

At the end of a project, the general contractor is responsible for assembling a closeout package: manuals, warranties, as-built drawings, inspection certificates, and more. This package needs to be organized to meet the specific requirements of the building owner or the maintenance team taking over.

It's not glamorous work, but it's essential. And it's surprisingly time-consuming. Gathering documents from dozens of subcontractors, organizing them into the right structure, verifying completeness, and formatting the deliverable can easily take a couple of weeks.

Bex handles closeout prep in minutes. It organizes documents to match your client's preferred package structure, flagging any missing items so your team can chase them down before they become a problem. The flexibility to adapt to different client requirements, on the fly, is what makes this particularly valuable.

If you're a subcontractor, you know the monthly crunch. Every active project needs a pay application submitted on time, which means updating schedules of values, calculating work completed and materials stored, reconciling against prior billing periods, and producing AIA G702/G703 forms that the GC will actually accept. Multiply that across a dozen or more concurrent projects and you've got your office staff buried for days, right when they're also fielding retainage questions and chasing change order approvals.

The manual process is error-prone in ways that directly hit your cash flow. A mismatched line item, an incorrect percentage-complete figure, or a G703 continuation sheet that doesn't reconcile with the G702 summary can bounce an entire application, pushing payment out another 30 days. And because every GC has slightly different submission requirements, there's no one-size-fits-all spreadsheet that solves the problem.

Bex takes the pain out of pay app season. Forward your backup documentation, invoices, and prior-period data to Bex via email, and it extracts and validates the numbers, flags discrepancies, maintains tracking spreadsheets across billing periods, and produces completed G702 and G703 forms ready for review. Your team spends minutes reviewing and approving instead of hours assembling, and you submit on time, every time.

This one extends well beyond construction. Any business that still receives invoices and bills by mail or emailed PDFs knows the pain of manual AP processing. Someone opens the document, reads the line items, types the data into an accounting system, and routes it for approval. Multiply that by dozens or hundreds of invoices per week and you have a serious bottleneck.

Bex reads invoices in virtually any format, extracting vendor information, line items, amounts, due dates, and PO references with high accuracy. It enters the data into your accounting system and routes each invoice to the appropriate person for approval based on your business rules.

The result is faster processing, fewer data entry errors, avoided reversed charges, and a clear audit trail.

The use cases above represent harmonic mean's core automation modules today, but we're constantly expanding what Bex can do. New functionality and integrations are always in development, driven by what our customers need most.

If you're dealing with a manual, document-heavy process that's eating your team's time, there's a good chance Bex can help. Reach out and let's talk about what we can do for you.