District Operations · In active build
Multi-billion North American GC
Customer Story
From a paperless flow
that depends on discipline,
to a self-managing one.
How a regional district team modernized their existing Egnyte-based paperless invoice process, preserving everything the team already trusts and removing the manual scanning, naming, matching, and stamping work that today depends on individual discipline.
The Challenge
What the existing process looked like.
The existing process worked. A dedicated Egnyte folder lived outside the standard project folders so that Coram (external) had access to submit backup and Accounting could quickly distribute invoices to the right job. Within it, an Internal vs. External folder split, a strict naming convention, and a five-stage flow, Received, Backup, Matched for Approvals, Approved (or Not Approved), Processed.
But every stage depended on individual discipline. Did the right person scan with the right app? Did they use the mandatory naming convention? Did they remember to combine receiver, backup, and invoice into a single PDF at the weekly cadence? Did the PM customize the Bluebeam stamp correctly with their signature snip and the right cost code?
When it worked, it worked. When one person was out, when a vendor sent a non-PO invoice, when a packing slip went missing, the discipline tax compounded. Invoices got stuck in 'Not Approved.' Backup never made it into the matched folder. Year-end audit became a search exercise.
District Operations · In active build
Doc: Saskatoon Paperless Invoice Process
The Build
Every invoice. Right folder. Right stamp. Right PM.
The district Human Emulator removes the discipline tax. The existing paperless architecture stays. Coram's external access stays. The Bluebeam stamp library stays. What changes is who does the work.
01 · Invoice Intake, Naming & Filing
Auto-detects the correct project from invoice content (PO, vendor, site, project references) and routes to the right Internal or External job subfolder in Egnyte. Applies the mandatory file naming convention automatically, receivers, backup (with or without PO), invoices, processed invoices. Distinguishes invoices from non-invoice documents and queues unidentifiable ones into '1. New Invoices – Project Unknown' with a research summary for the PA.
02 · Backup Capture & Three-Way Matching
Automatically pairs receivers (from Procurement), packing slips / backup (from Super or Coram), and invoices for the same PO and date. Combines the three PDFs into '3. Invoices – Matched for Approvals,' eliminating the manual weekly matching task. Surfaces partial-receipt and missing-backup conditions, with notification flags for the responsible Super, Coram contact, or PA before matching is blocked.
03 · Approval Routing & Bluebeam Stamping
Pre-populates the Bluebeam invoice stamp (date, project number, cost code) based on prior PM patterns and PO data, leaving the PM to confirm and sign. Routes matched invoices to the correct PM and tracks outstanding approvals. Automatically moves signed invoices to '4. Approved Invoices' and unresolved items to '4.1 Not Approved.'
04 · E1 Posting & Closeout Archival
Pushes approved invoices into JD Edwards E1 for Accounting and moves them to '5. Processed Invoices' once entered, with an audit trail of every move and stamp event. On project closeout, archives the full project folder and continues routing late-arriving invoices to 'Project Unknown' so nothing gets buried.
Bring your version of this story.
Same Human Emulator architecture, scoped to your workflow.
Field Note
Every invoice arrives at the PM with the right date, project number, and cost code pre-filled on the stamp. They sign. The file moves itself.
Engagement scope · Saskatoon Paperless
The Stack
Fits the tools the team already trusts.
Runs inside the customer's tenant. Token pass-through to the customer's model provider. No data leaves their environment.
Document Repository
Egnyte (Internal + External + mobile)
Stamping & Signing
Bluebeam Revu · Adobe Acrobat / Scan
Final Entry
JD Edwards E1 (Approved → Processed)
Process Comms
MS Teams · Outlook · Skype · Calendar
Guardrails
Where we explicitly keep humans in the loop.
Coram access preserved
Internal vs External separation exactly as the existing process requires.
PM signature stays human
Cost-code assignment and stamping signature is always a human action.
Egnyte stays
No replacement of Egnyte as the document repository. ERP migration out of scope.
End of case study
Run the same play at your firm.
Same Human Emulator architecture. Runs in your tenant. On your AI license. Against the tools your team already trusts.