BuiltMG
Year:
2025
Service:
Strategy, AI, Workflow Automation
Industry:
Real Estate
Size:
20 employees
Client Website:
"Working with Simon has delivered a huge ROI for our construction business. His expertise in product development and technology has helped us create a bespoke solution that exactly fits our needs. We’ve been able to introduce an AI solution to the business that automates the processing of over 1,500 invoices a month, saving thousands of hours of our people’s time”
Adrian Galessi - Managing Director BuiltMG
How BuiltMG Scaled from $25M to $70M Without Adding Overhead using AI and Integrated Systems
Introduction
BuiltMG, a construction management company operating across Australia, was facing the classic growth paradox: their success was creating the very problems that threatened to limit further expansion.
As project volume increased and revenue climbed, the manual processes and disconnected systems that had worked at smaller scale were buckling under the weight of growth. Staff time was being consumed by administrative tasks rather than delivering projects. Errors were multiplying. Costs were rising faster than they should.
BuiltMG needed to scale their operations without scaling their overhead—and that meant fundamentally rethinking how work flowed through their business.
Challenge
TRapid growth had exposed critical weaknesses in BuiltMG's operational infrastructure. What started as manageable inefficiencies at $25M annual turnover had become serious constraints threatening their ability to scale profitably.
Invoice processing bottleneck. Staff were manually processing every supplier invoice—reviewing details, matching to purchase orders, routing for approval, and entering data into accounting systems. This labor-intensive process consumed significant staff time that should have been spent on higher-value work. Worse, the manual workflow created payment delays that strained supplier relationships and occasionally impacted project timelines.
Disconnected systems creating double work. BuiltMG's job management, finance, and scheduling tools didn't talk to each other. When a project manager updated a schedule, that information didn't automatically flow to finance. When costs were captured on site, they had to be manually re-entered into accounting. Teams spent hours each week reconciling data across systems, and discrepancies were common. Every update required touching multiple systems, multiplying both effort and the opportunity for error.
Office-to-site communication breakdown. Information wasn't flowing smoothly between office teams and construction sites. Project updates, change orders, and critical decisions were communicated through a mix of phone calls, text messages, and emails. Important details would get lost or misunderstood. By the time issues were identified and resolved, delays had already occurred and costs had already been incurred.
The compound effect was clear: as BuiltMG took on more projects, these inefficiencies were consuming more time, creating more errors, and requiring more overhead to manage. The business was growing, but profitability was being eroded by operational friction that scaled faster than revenue.
Without intervention, continued growth would require proportionally increasing administrative staff just to keep up with basic operations—an unsustainable path that would fundamentally change the economics of the business.
Solution
We implemented an integrated technology platform that connected BuiltMG's operations from site to office, with AI automation handling the repetitive tasks that were consuming staff capacity.
AI-powered invoice processing. We deployed an AI system that automatically processes supplier invoices from receipt through to approval. The system extracts invoice data, matches it against purchase orders and contracts, flags discrepancies for review, and routes approvals through the appropriate channels. What previously required manual review and data entry now happens automatically, with staff only intervening for exceptions.
Integrated operational platform. We replaced BuiltMG's disconnected tools with an integrated system where job management, finance, and scheduling share a single source of truth. When a project manager updates a schedule, that information is immediately visible to finance and operations. When costs are captured on site, they flow directly into accounting without re-entry. Updates in one area automatically propagate throughout the system, eliminating double data entry and the reconciliation work it requires.
Real-time office-to-site connectivity. We established digital communication channels that connect office teams directly with site operations. Project updates, change orders, and decisions flow through structured workflows that ensure everyone has the information they need when they need it. The guesswork and telephone-game effects of fragmented communication were replaced with clear, documented, accessible information trails.
Automated approval workflows. Processes that previously required emails, phone calls, and manual tracking now flow through automated workflows. Approvals are routed to the right people based on project parameters and business rules, progress is visible in real-time, and bottlenecks are immediately apparent.
The implementation focused on maintaining BuiltMG's operational flexibility while adding the structure and automation needed to support continued growth without proportional increases in overhead.
Result
BThe transformation enabled BuiltMG to achieve what most growing businesses struggle with: scaling revenue dramatically while keeping overhead costs flat.
180% revenue growth with flat overhead. BuiltMG scaled from $25M to $70M in annual turnover without increasing their overhead costs. The efficiency gains from integrated systems and AI automation absorbed the additional operational complexity that typically requires adding administrative staff.
$5.5M monthly invoice processing, fully automated. The AI system now processes over $5.5M in supplier invoices every month with minimal human intervention. This automation saves more than $100K annually in staff time that would otherwise be spent on manual invoice processing—time that's now redirected to activities that directly support project delivery.
Double data entry eliminated. Integrated systems mean information is entered once and flows automatically to wherever it's needed. Teams no longer waste hours reconciling data across platforms or correcting errors caused by manual re-entry. The reliability of data improved dramatically, and the time saved compounds across every project.
Approval time reduced by 98%. Processes that previously took 3 days to work through email chains and manual routing now complete in 30 minutes through automated workflows. This acceleration enables faster project execution, quicker responses to suppliers, and more agile decision-making across the business.
Office-to-site communication gaps resolved. Real-time connectivity between office and site teams eliminated the costly delays and errors caused by information gaps. Project managers, site supervisors, and office staff now work from the same real-time information, reducing miscommunication and enabling proactive problem-solving.
Stronger supplier relationships. Faster invoice processing and payment cycles improved BuiltMG's relationships with suppliers. The reliability and speed of their accounts payable process became a competitive advantage in securing favorable terms and priority service.
Profitable scalability unlocked. Perhaps most importantly, BuiltMG proved they can continue growing without their operational costs scaling linearly with revenue. The infrastructure they now have in place supports significantly more growth before requiring additional overhead investment.
BuiltMG transformed from a company fighting operational bottlenecks into one that can confidently pursue growth opportunities knowing their systems will support, not constrain, their ambitions.
