Architecture, Engineering & Design Job / Project Status Agent
A daily ops brief that flags every AEC project at risk before the delay or billing gap compounds.
Updated
Connects with
BQE Core
Procore
Slack
Microsoft Teams
Gmail
OutlookThe problem it solves
Principals and PMs at AEC firms juggle dozens of active jobs across Deltek, BQE Core, and Procore, and risk hides between those systems until a missed milestone or unbilled backlog turns into a cash-flow problem. This agent reads all your active projects every morning and surfaces schedule slips, stalled approvals, overbilling, and aging WIP in one prioritized brief, so the team intervenes early instead of discovering trouble at month-end.
Who it's for
- Principals and partners at architecture or engineering firms
- Project managers overseeing multiple active jobs
- Operations and project controls directors
- Finance or billing managers at design firms
- Project accountants reconciling Deltek or BQE data
What it does
- 1
Pull every active project each morning
At the configured time, it connects to your ERP and project systems to retrieve current schedule, budget, billing, WIP, and approval status for all active jobs.
- 2
Flag projects against risk thresholds
Each project is evaluated for schedule slips, overdue or missing milestones, stalled client or agency approvals, overbilling, aging unbilled WIP, and inactivity.
- 3
Reconcile data across systems
When schedule data lives in Procore and financials in Deltek or BQE Core, it merges by project number and flags discrepancies, naming the source of truth for each data type.
- 4
Rank flagged projects by urgency
Findings are sorted into Act Today, Heads-Up This Week, and Monitor tiers, with the largest revenue-at-risk jobs leading each tier.
- 5
Deliver the prioritized daily brief
It compiles a scannable ops brief with project detail, the flag triggered, one line of context, and a suggested next action, delivered by email, Slack, or Teams.
- 6
Track project health over time
A running log records each project's flag history and consecutive days unresolved, escalating items that persist without acknowledgment.
- 7
Answer on-demand project deep dives
Ask about any project's burn, budget, open RFIs, or unbilled amount and it returns a full status report citing the source system and data freshness.
Key benefits
- Catch schedule slips, stalled approvals, and billing exceptions before they compound
- See all revenue-at-risk projects ranked by urgency in under five minutes each morning
- Recover aging unbilled WIP by surfacing it before the billing cycle closes
- Avoid overbilling and not-to-exceed surprises with earned-value-versus-billed checks
- Get one reconciled view across Deltek, BQE Core, and Procore instead of three separate logins
- Ensure nothing falls through the cracks with automatic escalation of persistent flags
Sample use cases
A schematic design deliverable was due last week and no completion was logged in Procore.
The agent flags it as Tier 1, names the responsible PM, and suggests confirming status with the client by end of day.
A project phase is substantially complete but has $22,000 of WIP that has sat unbilled past the 30-day cycle.
It surfaces the aging unbilled backlog with the exact amount and recommends issuing the invoice, recovering cash that would otherwise slip a month.
Billed-to-date on a project has crept ahead of earned value based on percent complete.
The agent flags overbilling risk and the project's approach to its not-to-exceed fee so the PM can correct billing before the next cycle.
A principal wants the full picture on one job before a client meeting.
The on-demand deep dive returns budget versus actual by phase, open approvals with age, WIP balance, and recent time entries in one structured report.
Key integrations
Deltek Vision / Vantagepoint
Project financials, fee tracking, percent complete, invoice status, and subconsultant billing via API or report export.
BQE Core
Time and expense tracking, project budget versus actual, and invoice generation and approval workflow.
Procore
Project schedule, milestones, RFI log, submittal log, and change order status.
Slack / Microsoft Teams
Channel delivery of the daily ops brief to principals and project managers.
Email
Plain text or HTML delivery of the daily brief to configured recipients.
AEC project delivery is interdependent: a stalled permit approval delays construction, which delays final billing, which affects cash flow and utilization. The agent flags risk holistically rather than one dimension at a time, so a single brief connects the schedule slip to the unbilled work it will create.
On days when nothing is flagged, the agent still sends a clean-bill-of-health confirmation so recipients know the morning check ran. When a field is missing in the ERP, it notes the gap explicitly instead of silently skipping the project.
Getting started
- Import the workspace — Upload the template zip into Gamut and open it as a new agent workspace.
- Run agent-onboarding — Type /agent-onboarding or ask the agent to set up the ops brief; it walks you through connecting your systems, setting risk thresholds, and choosing how and when the brief is delivered.
- Trigger your first brief — Ask the agent to run the daily ops brief, review the output, and adjust any thresholds that feel too noisy or too loose.
Frequently asked questions
Does the agent change anything in Deltek, BQE Core, or Procore?
No. By default it only reads and reports, and never deletes or modifies source data. It acts without writing back unless you explicitly configure a write-back workflow, such as posting a status note against an administrative project.
Which systems does the project status agent work with?
It connects to Deltek Vision and Vantagepoint, BQE Core, and Procore, merging schedule and financial data by project number. The brief is delivered by email, Slack, or Microsoft Teams.
How is this different from running reports manually or using a generic dashboard?
A generic dashboard shows you data; this agent evaluates every active project against your risk thresholds, ranks what needs action today, and tells you the next step. It reconciles across systems and tracks flag history over time, work that would otherwise take a PM hours of manual cross-referencing each morning.
Can it handle field service and construction-adjacent work alongside design projects?
Yes. Because it reads schedule, billing, and approval data per project, it works for firms running construction field service and construction equipment field service repair work alongside architecture and engineering jobs, as long as those projects live in a supported system.
What happens when a flagged issue isn't resolved?
The agent tracks how many consecutive days each flag has been active and automatically escalates items that stay open past your escalation window, so a stalled approval or overdue milestone doesn't quietly disappear from the brief.
How much does it cost?
The template is free to import from the gamut.so agent-templates marketplace. You run it in your own Gamut workspace and connect your own Deltek, BQE Core, or Procore accounts, so there is no separate license fee for the agent itself.