Skip to content
No-fee Workflow Review for GCC construction and fit-out teams. Book a call

Workflow Review

See the hours before you build anything.

A structured review of how your team moves a tender from the first email to submission and on into delivery. We map each step, measure the hours spent on repetitive work, and work out what releasing them is worth. We only recommend a build when the numbers support it.

A simple example. An estimating team of four, each spending 6 hours a week re-typing BOQ lines and chasing missing items, spends 24 hours a week on work that can be structured. At an agreed $30/hr over 50 working weeks, releasing 15 of those hours is worth $22,500 a year in payroll-equivalent capacity. The review finds numbers like these across each stage, then adds them up once, without double counting.

56 hrs

Repetitive work mapped per week

36 hrs

Released after review time

$54k

Annualised capacity value

5

Workflow stages mapped

4

AI agents recommended

7 days

Target for the first agent

This is a sample review of a fictional 45-person fit-out contractor in Dubai. Your review is built around your own documents, team and systems.

About the review

What is the Monjez Workflow Review?

It is a working session followed by a written review. We walk through a real tender with the people who handle it, from the moment the documents arrive to the moment the submission leaves, and follow what happens after award.

We look at the files your team actually receives, where information gets re-typed, where work waits on one person, and which outputs need sign-off. Then we measure a baseline and build an honest case for what an AI workflow would release.

What we analyse

  • Every document type that enters the workflow: tender packs, BOQs, drawings lists, supplier quotes, site reports
  • Where data is re-keyed between Excel, email, ERP and PDFs
  • Hours spent per person per week at each stage
  • Steps that depend on one specific person
  • Which outputs need human approval before they leave
  • AI opportunities ranked by value and feasibility

What you receive

  • Current and proposed process maps for each stage reviewed
  • A baseline and value model using your hours and your hourly cost
  • An AI opportunity matrix with feasibility notes
  • A data, integration and access assessment
  • A fixed scope for the first agent, with acceptance criteria
The review is yours to keep whether or not you build with us. If the numbers don’t justify a build, we tell you that in writing.

Framework

The five stages of a contractor’s workflow

Most GCC construction and fit-out companies run the same chain: a tender comes in, it is priced, materials are sourced, the project is delivered, and the commercial side is reported. The review maps each stage, and shows where time is lost and where an agent can carry the repetitive part.

1

Tender intake

Receiving tender packs, logging requirements, deadlines and missing documents.

2

BOQ & estimating

Structuring BOQ lines, applying rates, and flagging gaps before pricing.

3

Procurement & quotes

Requesting supplier quotes and comparing them on a like-for-like basis.

4

Project delivery

Site updates, progress tracking and the weekly report to the client.

5

Commercial reporting

Variations, valuations and the management view of every project.

Each stage is documented through interviews, screen shares of real files and a walkthrough of one recent tender. Below is the full breakdown for the sample review.

1

Stage 1

Tender intake

How a tender enters the business, from the invitation email to a clear list of what has to be priced. We map who opens the pack, how requirements are captured, and where deadlines or missing documents slip through.

People interviewed:Tender ManagerEstimating Coordinator

Current state: 3 tools and a shared spreadsheet

  1. Tender email

    Outlook inbox

  2. Pack downloaded

    Portal + shared drive

    Folders by hand

  3. Requirements read

    PDF specs

    3–4 hrs per tender

  4. Tender register

    Excel

    Often out of date

  5. RFIs drafted

    Email

    Written from scratch

  6. Go / no-go

    Meeting

    No summary to hand

Pain points identified

  • Every tender pack is read cover to cover to pull out scope, deadlines and submission requirements. That takes 3–4 hours per tender. 6 hrs/week
  • The tender register is updated by hand and falls behind within days, so management can’t see what is live. no live view
  • Missing drawings and documents are spotted late, sometimes days before submission. late RFIs
  • Go / no-go decisions are made without a one-page summary of scope, risk and deadline. decision gap

Proposed state: one intake flow

  1. Tender email

    Outlook inbox

  2. Pack read by agent

    Scope, dates, docs

    Minutes

  3. Missing items flagged

    Checklist

    On day one

  4. Register updated

    Tender log

    Automatic

  5. Summary for go / no-go

    One page

    Reviewed by manager

7 hrs

Released per week (team)

Day 1

Missing documents flagged

1 page

Go / no-go summary

1 AI

Tender intake agent

2

Stage 2

BOQ & estimating

The path from a raw BOQ to a priced submission. We follow how lines are cleaned, how rates are applied, how unclear items are handled, and how many times the same information is typed.

People interviewed:Senior EstimatorQuantity Surveyor

Current state: avg. 2 days of BOQ preparation per tender

  1. BOQ received

    PDF / Excel

    Mixed formats

  2. Lines re-typed

    Excel template

    8–10 hrs

  3. Rates looked up

    Old tenders

    Searched by hand

  4. Gaps noted

    Personal notes

    Not shared

  5. Internal review

    Email + calls

    1–2 days

  6. Priced BOQ

    Excel

    Re-checked by hand

Pain points identified

  • BOQs arrive as scanned PDFs or inconsistent Excel files, and the team re-types them into the company template. That is 8–10 hours per tender. double entry
  • Historical rates live in old tender files. Finding a comparable rate depends on who remembers the project. key-person risk
  • Unclear or missing items are noted privately and not tracked, so clarifications are raised late. rework
  • Senior estimators spend their time on formatting instead of judgement and pricing strategy. 11 hrs/week

Proposed state: structured BOQ, human pricing

  1. BOQ received

    PDF / Excel

  2. Lines structured

    Company template

    By the agent

  3. Rate suggestions

    From past tenders

    With source

  4. Exceptions listed

    Unclear items

    Shared

  5. Estimator approves

    Pricing decisions

    Human sign-off

11 hrs

Released per week (team)

0

Lines re-typed by hand

100%

Rates shown with their source

1 AI

BOQ structuring agent

3

Stage 3

Procurement & quotes

How supplier quotes are requested, chased and compared. This stage usually hides the most copy-and-paste work, because every supplier sends a different format.

People interviewed:Procurement LeadEstimator

Current state: quotes compared by hand in Excel

  1. RFQs sent

    Email

    One by one

  2. Quotes arrive

    PDF / Excel / WhatsApp

    Mixed formats

  3. Comparison sheet

    Excel

    3–4 hrs per package

  4. Exclusions checked

    Read by hand

    Often missed

  5. Chasing

    Phone + email

    No tracker

  6. Selection

    Email approval

Pain points identified

  • Each quote is copied line by line into a comparison sheet. A package with five suppliers takes 3–4 hours. 8 hrs/week
  • Exclusions and validity dates are buried in supplier terms and are easy to miss. commercial risk
  • There is no tracker for which suppliers have replied, so chasing depends on memory. late quotes
  • Past supplier prices are not searchable, so every package starts from zero. lost history

Proposed state: like-for-like comparison

  1. RFQs sent

    From one list

  2. Quotes read

    Any format

    By the agent

  3. Comparison built

    Like-for-like

    Minutes

  4. Exclusions flagged

    Highlighted

  5. Buyer decides

    Approval kept

    Human sign-off

8 hrs

Released per week (team)

Minutes

To a first comparison

100%

Exclusions surfaced for review

1 AI

Quote comparison agent

4

Stage 4

Project delivery

The day-to-day flow of site information. We follow how updates reach the office, how progress is tracked, and how the weekly client report is assembled.

People interviewed:Project ManagerSite Engineer

Current state: updates spread across WhatsApp, email and Excel

  1. Site updates

    WhatsApp groups

    Photos + voice notes

  2. Progress log

    Excel

    Updated weekly

  3. Issues

    Email threads

    Hard to trace

  4. Weekly report

    Word + photos

    3 hrs per project

  5. Client update

    Email

Pain points identified

  • Site information arrives in WhatsApp groups and is re-typed into the progress log by the PM. double entry
  • The weekly client report is assembled by hand from photos, notes and the log, about 3 hours per project. 6 hrs/week
  • Open issues sit in separate email threads, so nobody has one list of what is blocked. no single list

Proposed state: one source for progress

  1. Site updates

    Same channels

  2. Captured & tagged

    By project

    By the agent

  3. Issues list

    Kept current

  4. Report drafted

    Weekly

    PM reviews

  5. Client update

    Sent by the PM

6 hrs

Released per week (team)

Draft

Weekly report ready to review

1 list

Of open issues per project

1 AI

Progress report agent

5

Stage 5

Commercial reporting

How variations, valuations and the management overview are produced. This stage is where delays turn into cash-flow problems, so it is often worth more than its hours suggest.

People interviewed:Commercial ManagerFinance

Current state: monthly report compiled by hand

  1. Variations

    Email + Excel

    Tracked loosely

  2. Valuations

    Excel

    Re-built monthly

  3. ERP entries

    Accounting system

    Typed again

  4. Management pack

    PowerPoint

    1 day a month

Pain points identified

  • Variation instructions are scattered across emails and are not always logged before work starts. unclaimed value
  • The monthly management pack is rebuilt by hand from several spreadsheets. 4 hrs/week
  • The same figures are typed into Excel and then into the ERP. double entry

Proposed state: reporting from one data set

  1. Variations logged

    From emails

    By the agent

  2. Valuation draft

    From progress data

  3. ERP update

    Where integration allows

  4. Management view

    Always current

    Reviewed monthly

4 hrs

Released per week (team)

100%

Variation emails logged

Live

Management view

Shared

Uses the progress report agent

Financial analysis

Value model: payroll-equivalent capacity

Every review produces a value model from your hours and an hourly cost we agree with you. We count hours once, keep the time your team still needs for review, and don’t add potential revenue on top.

How we calculate it

Net hours released per week × agreed hourly cost × working weeks per year

StageHours today / weekNet released / weekAnnual value
Tender intake107$10,500
BOQ & estimating1811$16,500
Procurement & quotes128$12,000
Project delivery96$9,000
Commercial reporting74$6,000
Total5636$54,000

Sample assumptions: $30/hr agreed cost, 50 working weeks. “Net released” already deducts the time still needed to check outputs.

Not counted here: revenue from extra tenders you could take on, and avoided hires. Both can be real, but they are a different kind of value and we report them separately.

Year 1 summary: sample fit-out contractor (45 people)

$54,000

Annualised capacity value

36 hrs

Released per week

≈ 0.8

Of a full-time role, in capacity

In this sample the value clears the $50,000 guarantee threshold. When a review shows less, we propose a smaller guarantee, a paid pilot, or no build at all.

AI automation

AI agent opportunities

Each agent carries the repetitive part of one workflow and hands its output to a person for approval. They share the same company data, so each one makes the next one easier to build.

Tender intake agent

Reads the tender pack, pulls out scope, dates and submission requirements, flags missing documents and updates the register.

Releases 7 hrs/weekFrom Phase 1

BOQ structuring agent

Turns PDF and Excel BOQs into your template, suggests rates from past tenders with their source, and lists unclear items.

Releases 11 hrs/weekFrom Phase 1

Quote comparison agent

Reads supplier quotes in any format, builds a like-for-like comparison and highlights exclusions and validity dates.

Releases 8 hrs/weekFrom Phase 2

Progress report agent

Gathers site updates and variation emails, keeps the issues list current and drafts the weekly and monthly reports.

Releases 10 hrs/weekFrom Phase 2

Custom agents are scoped in the review. Beyond these four, we usually find one or two workflows specific to your company, such as a document-control assistant or a prequalification pack builder.

Requirements

What we need from you

The review is designed to be light on your team. Most of it runs on real documents you already have, plus short conversations with the people who do the work.

Documents (shared securely)

  • One recent tender pack, with the BOQ as you received it
  • The priced BOQ or submission that went out for that tender
  • Two or three supplier quotes from a recent package
  • A list of the systems you use today (ERP, Excel templates, portals)

Conversations (30–45 min each)

  • Tender / estimating lead: walk through one real tender on screen
  • Procurement lead: how quotes are requested and compared
  • Project manager: how site updates become the weekly report
  • Owner or GM (optional): priorities, growth plans and constraints
What we don’t need: full system access, the whole team at once, or any decision to build. The review is discovery only, and everything you share stays confidential.

Process

How the review runs

Three steps, each with a clear output, so you always know where things stand.

  1. 01

    Workflow call (45 min)

    We walk through how a tender moves through your company today and agree which workflow to measure first.

    Book a 45-min callPick the priority workflowAgree who we speak to

  2. 02

    Documents and walkthroughs

    You share representative files and we speak with the people who handle them. We map each step, measure time spent, and note every exception.

    Real tender filesShort interviewsBaseline measuredExceptions logged

  3. 03

    Written review and scope

    We present the review: process maps, value model, AI opportunities and data assessment, plus a fixed scope for the first agent if the numbers support it.

    Review presentedValue modelFixed scope and acceptance criteria

What you receive

Your five review deliverables

Five concrete documents, yours to keep whether or not you go ahead. Some clients use them to brief their own IT team or to compare providers.

Process maps

Current and proposed flows for each stage reviewed, showing documents, people, handoffs and pain points.

Baseline and value model

Hours by stage, net hours released after review time, and the annual value at your agreed hourly cost.

AI opportunity matrix

Agents ranked by value and feasibility, with the data each one needs and where a human approves the output.

Data and integration assessment

Which systems can connect, what access is required, where data is stored, and any risks we found.

Fixed scope for the first agent

Inputs, outputs, business rules, human checkpoints and acceptance criteria, with guarantee terms where the numbers qualify.

Implementation

Phased rollout plan

We start with one workflow and a clear result, then expand on proven value instead of selling a large system up front.

“7 days” runs from kickoff, once the documents, access and scope are confirmed. It covers the first working version of one agent inside the agreed scope, not a full system or complex ERP integration.
P1

First agent

· Target: 7 days from kickoff

One priority workflow, built around your documents, tested on representative files and handed to your team with a review step.

✓ End-of-phase result

Your estimators run a real tender through the agent and approve its output.

Tender intake agentBaseline measured

P2

Connected workflows

· After value is proven

Agents that reuse the same data and outputs: BOQ structuring, quote comparison and reporting.

✓ End-of-phase result

Tender, BOQ and quote data flow from one step to the next without re-typing.

BOQ structuring agentQuote comparison agentProgress report agent

P3

AI department

· When the business is ready

The system extends across departments, with integrations, monitoring and ongoing improvement managed by Monjez.

✓ End-of-phase result

A connected AI layer across tendering, procurement and delivery, measured monthly.

MonitoringMonthly value review

Investment

What it costs

The review itself has no fee for qualifying GCC construction and fit-out companies. Implementation is priced after the review, once the scope is clear.

Workflow Review

No fee

For qualifying GCC contractors

  • 45-min workflow call
  • Walkthrough of one real tender
  • Baseline and value model
  • AI opportunity matrix
  • Fixed scope for the first agent
Book your review

Implementation

Fixed price

Set after the review

  • Starts with one agent
  • Scope, inputs and acceptance criteria in writing
  • Implementation fee separate from monthly support
  • Third-party tool and API costs listed up front
  • Guarantee terms where the numbers qualify
Talk to us

We don’t set a final price before we understand the workflow. If the investment looks high, we reduce the scope rather than cut corners.

Proof of work

What we have built

We are an Arab-founded team building custom AI systems. Our contractor work is new, so we show only work we can stand behind.

Atlantis: a B2B marketplace with an AI layer that reads supplier files

A full B2B platform built in two months, including AI that turns supplier Excel, PDF and Google Sheets files into structured data. It is not a contractor, but the problem is the same one: information arriving in many formats and re-keyed by hand.

“Monjez built our full B2B marketplace end to end and put real systems behind every part of the operation. It runs without me babysitting it.”

Ali, Founder & SEO Director, Atlantis Marketplace
Read the case studyWatch Ali’s video

Our guarantee

$50,000 a year in validated capacity, or you don’t pay

If the agreed workflow doesn’t show at least $50,000 a year in validated payroll-equivalent capacity, you don’t pay under the agreed guarantee terms.

The review is what makes this possible. It sets a baseline and measurable success criteria that both sides agree before the build starts, so success is defined in numbers, not opinions.

What the written terms define

  • The workflow covered and the measurement period
  • The baseline before implementation
  • How hours and hourly cost are calculated
  • Responsibilities on both sides, including review time and data access
  • What counts as success, and what happens if it isn’t reached

What we need from you

  • One named point of contact for the project
  • The documents and access agreed in the scope
  • Outputs reviewed within the agreed window
  • No major change of scope during the measurement period

Offered once the review confirms the value potential. Where it doesn’t, we propose a smaller guarantee, a paid pilot, or we tell you not to build. Full terms are set out in the engagement agreement.

Get started

Book your Workflow Review

Start with a 45-minute call. We look at one real workflow together and tell you honestly whether AI is worth building for it.

Review Your Workflow

45 min

First call

No fee

For qualifying contractors

5

Deliverables, yours to keep

7 days

Target for the first agent