Rewriting Workflows with Digital and AI Tools

By: John Meibers, Deltek ComputerEase

Contractors are increasingly operating on digital platforms and using artificial intelligence for operations. These tools are reshaping everything from estimating and project management to workforce training and safety monitoring. Embracing technology can lead to greater efficiency, better decision-making, and a more competitive edge, especially for small and mid-sized firms looking to scale smartly.

However, success depends on more than just adoption; it also requires a thoughtful approach to integration, data management, and security. Together, these articles offer perspectives on the positive aspects of these modern tools. (See Management article, page 18, on how this explosion of data must be managed correctly to improve cybersecurity.)

The Digital Jobsite

The construction industry has long relied on paper for blueprints, contracts, invoices, and compliance documents, but the digital revolution is changing that. Going paperless is no longer a luxury for forward-thinking contractors; it's fast becoming a necessity for staying competitive and efficient.

While many large contractors have already embraced digital tools, smaller contractors and subcontractors often lag behind.

Yet, the benefits of going paperless are too significant to ignore:

• Improved Efficiency and Accuracy: Digital workflows reduce manual errors and eliminate the time spent managing, sorting, and retrieving paper documents.

• Cost Savings: Less paper means fewer printing, storage, and administrative expenses.

• Enhanced Collaboration: Cloud-based document sharing gives project teams access to real-time updates, helping prevent miscommunication and delays.

• Better Compliance and Record-Keeping: Digital documentation simplifies regulatory compliance and audit readiness.

• Sustainability: Reducing paper use supports environmentally friendly practices and can enhance your company’s image.

As Jack Nix, COO of Shelby Erectors, explains: “About five years ago, we decided to go paperless, and if it weren't for ComputerEase and the type of technology it offers—the field management tools, the ability to collect payroll and expenses from the field through the different apps and FieldEase—we wouldn't have been able to accomplish that goal.”

How Contractors Can Transition to Paperless Workflows

Making the shift to a paperless construction business doesn’t happen overnight, but with the right approach, it’s achievable. Here are some tips to help contractors digitize stubborn processes:

• Start with Small Wins: Identify one or two processes that can be easily digitized, such as switching to digital timesheets, digital expense receipts or invoicing.

• Invest in User-Friendly Software: Choose software that integrates seamlessly with existing workflows and is easy for employees to adopt.

• Provide Training and Support: Help employees and subcontractors become comfortable with new digital tools by offering training sessions and ongoing support.

• Leverage Mobile Apps: Construction software with mobile accessibility allows field teams to submit change orders, timesheets, daily field logs and compliance documents digitally in real-time.

• Use Cloud-Based Document Management: Cloud storage solutions ensure that contracts, permits and compliance documents are accessible anytime, anywhere. Cloud-based construction accounting software like Deltek ComputerEase streamlines financial management, allowing contractors to track expenses, process payroll and manage job costing seamlessly in a digital environment.

• Encourage Suppliers and Clients to Go Digital: Collaborate with material suppliers and clients to transition to digital invoices and receipts where possible.

The transition to paperless workflows does more than just eliminate clutter. It positions contractors to adapt, scale, and thrive in a digital-first industry. Companies that embrace digital tools often discover added benefits, such as simplified tax filing, improved insurance compliance, and greater appeal to tech-savvy younger workers.

For More than Saving Trees

Digital records also protect against data loss due to fire or flooding and enable remote work or geographic expansion. For contractors ready to future-proof their operations, adopting a paperless approach isn’t just a smart move, it’s a strategic one. The long-term payoff far outweighs the initial investment in time and technology. •

John Meibers is the Vice President & General Manager of Deltek ComputerEase, the leading provider of accounting, project management and field-to-office software for the construction industry. Prior to joining ComputerEase over 25 years ago, John spent a decade working for a large mechanical contractor.