Every photo, permit and signature, filed on site.
A field-ops platform, workforce HR, WhatsApp site bot and AI agents we built for a Singapore construction and facilities contractor. Below is a working copy, run by a made-up firm called Kestrel Works.
A Singapore construction and facilities-maintenance contractor: waterproofing, spalling repair, painting and rooftop solar checks in HDB estates, for town councils and property managers.
- 01Field ops platform~70 screens
- 02Workforce HR12 modules
- 03Floor planner + AI copilot2D plans, defect stamps
- 04WhatsApp /report commandreport PDF in the chat
Want to test it your way? Message the site bot with your own words and photos, then build the report.
Open the playground →What eats the week
Good site work, buried in paperwork.
Your crews do the job well. What costs you is everything around it: the form signed later at the office, the photo stuck on a worker’s phone, the report built in Word at 10pm.
- 01
Safety forms signed back at the office
PTWs and toolbox meetings get filled in after the fact, far from the work. When an auditor asks who signed, where and when, nobody can prove it.
Exposure at every MOM or TC audit - 02
Photos lost in 40 WhatsApp groups
Progress photos land in group chats with no job, area or stage. The one “after” photo you need is on a phone in someone’s pocket.
~30% filed right (illustrative) - 03
Completion reports built by hand
Forms, photos and sketches pasted into Word, one job at a time. The progress claim waits until the paperwork is done.
~3 h per report (case study, sample) - 04
No live picture of where jobs are
Managers phone supervisors to find out which job is at which stage, and still aren’t sure the WhatsApp group is right.
1–2 h of calls a day (illustrative) - 05
Permits and certs lapse quietly
Work Permit and cert expiry dates sit in a separate spreadsheet. You find out when someone can’t go on site.
One lapse = a crew off site - 06
Payroll week is a crunch
Paper attendance and WhatsApp clock-ins get retyped into Excel. OT disputes come up every month.
~3 days per payroll (case study, sample)
What we build
One system behind the WhatsApp groups.
Your team keeps using WhatsApp. Behind it, every photo, form and signature lands in the right job, and the reports put themselves together.
Comes in from
Goes out as
Delivered, not a concept
Built for a real Singapore contractor. Shown here with made-up names.
The system below is a working copy of one we delivered under NDA. The company, people, blocks and money are invented. The screens, forms and rules follow the real build.
- ~70
- screens in the field-ops platform
- 200+
- API endpoints wired
- 9
- job stages, set in a workflow builder
- 6
- PDF generators + one report compiler
- 12
- HR modules, attendance to training
- 4 + 5
- daily safety forms + monthly records
- Job pipeline, workflow builder and Excel-style status colours
- PTW, toolbox meeting, work-at-height and VSS forms with signatures
- Floor planner with defect stamps and an AI copilot
- One-click completion report, in a fixed page order
- Face-match clock-in, permit expiry flags, timecards, training matrix
- A WhatsApp bot with a /report command
- The 50 m on-site signing check, drawn as a live map
- Photo filing from WhatsApp voice notes, the 60/30/7 WhatsApp ladder, claim packs
- The Hermes agents and 2nd Brain answers: what we would add next
Sample figures. “~3 h → under 10 min per report” and “~3 days → half a day for payroll” come from the case study and are still being confirmed with the client. We label them wherever they appear.
Field ops platform
Every job, from survey to sign-off.
Click through it: the 9-step job pipeline, the workflow builder, safety forms that only sign on site, the floor planner and the one-click completion report.
Good morning, Aisyah
Thursday 24 September · 11 sites live · 26 of 27 safety forms signed
- JWS-2214 · TBM not signed, roof crew on holdBlk 745 Jurong West · chased 07:30 · escalated to Lim Chee Hong 08:15
- PTW signing refused 412 m from siteYSN-2190 · Aung Kyaw Min at 06:52 · re-signed on the roof 07:41 (9 m)
- Md Rafiqul Islam · Work Permit expires Thu 1 OctRostered on SKG-2196 (Mon) and WDL-2203 (Tue) · swap suggested
- BDK-2209 · 16 days in In ReviewBlk 123 Bedok North · waiting for the TC joint site visit
- TPN-2187 · client sign-off pendingReport sent to Grace Lim (Eastvale TC) 23 Sep 16:42
- YSN-2190!✓✓✓PTW refused at 06:52 (412 m) · signed 07:41 (9 m)
- JWS-2214✓✕✓✓TBM missing · chased 07:30 · escalated 08:15
Colours match the Excel tracker the team used before.
- 10:14SKG-2196 moved to Membrane Coatvia WhatsApp · Alamgir tapped “Yes”
- 09:026 photos filed · Kitchen, Common ToiletSKG-2196 · Day 3 · Primer · 18–31 m
- 08:15Missing TBM escalatedJWS-2214 → Lim Chee Hong
- 07:41PTW-2232 signed on siteYSN-2190 · 9 m from site pin
- 06:52Signature refused · 412 m awayYSN-2190 · Aung Kyaw Min
Workforce & compliance
Every worker, pass and hour, accounted for.
Face-match clock-in at the site gate, permits on a 60/30/7-day ladder, timecards that feed payroll, and a training matrix you can hand to an auditor.
Workforce today
Thursday 24 Sep · 11 of 12 deployable workers clocked in by 07:15
- SMExpired 36d ago
- RIExpires in 7d
- AKExpires in 7d
- AKExpires in 27d
- TZExpires in 43d
- KMExpires in 57d
- 06:58Rajesh KannanBlk 402 Yishunface 0.31
- 07:05Zaw Win HtutBlk 888A Woodlandsface 0.34
- 07:08Md Rafiqul IslamBlk 331B Anchorvaleface 0.29
- 07:12Aung Kyaw MinBlk 402 Yishunface 0.38
WhatsApp bot
Your sites already run on WhatsApp. Keep it.
Supervisors send photos and voice notes in their own language. The bot files them, asks for what’s missing and moves the job on.
What the system did
Nothing yet. Send a message on the phone and the actions show up here as they happen.
Workflow automations
The admin that happens between sites.
Six n8n workflows: photo filing, on-site sign-off, permit expiry, report to claim, variation orders and the daily digest. Press play on any of them.
Photos and voice notes from WhatsApp land in the right job, area, day and stage, and the stage moves on when the supervisor says yes.
- Press Execute workflow to run it with sample data. Click any node to see what it does.
Hermes AI agents
Digital staff that ask before acting.
Six agents run on your own server. They file, chase and draft all day, and wait for a person before anything goes to a client, a town council or the bank.
Files every photo, voice note and form from WhatsApp to the right job, area, day and stage..
Press Run this agent to watch one of its runs. It will stop and ask you before anything goes out.
- · File photos by job, area, day and stage
- · Transcribe voice notes in Bengali, Tamil, Burmese and Malay
- · Ask for missing photos (block, lift, unit number)
- · Pass material requests to the storeman
- · Move a job to the next stage (supervisor taps yes)
- · Re-file photos to a different job
- · Delete anything
- · Message a town council or resident
AI 2nd Brain
Ask the company, not the group chat.
Every job, decision, email and site note in one place. Ask on WhatsApp and get the answer with its source.
Ask Kestrel Works anything.
Type a question in the box below, or try one of these. The answers come from this sample company’s files, chats and meeting notes.
Before / after
What changes, in numbers.
Rows marked “case study (sample)” come from the delivered project’s case study and are still being confirmed with the client. Everything else is an illustrative estimate. Your numbers depend on your volumes.
Rollout
How we would roll this out.
We start with one department and the workflow that costs you the most, prove it works, then expand. Nothing goes live without your sign-off.
- Week 1–201
Map how your jobs really run
We sit with your PM, a supervisor and the office, and follow one job from work order to claim. Your Excel tracker is imported so your statuses and colours stay.
- Week 3–502
Field ops on 2–3 sites
Jobs, safety forms, photos and the completion report go live. Supervisors keep using WhatsApp; the bot files for them.
- Week 6–803
Workforce & payroll
Clock-in at the gate, permit and cert alerts, then timecards to payroll. Attendance first, the rest after.
- Ongoing04
Run and expand
Agents, claim packs and the 2nd Brain. Weekly releases, and nothing goes live without your sign-off.
FAQ
Questions owners ask us.
Do my workers need to learn a new app?+
Mostly no. Supervisors keep sending photos and voice notes on WhatsApp, in Bengali, Tamil, Burmese or English. Safety forms open from a link on their phone. The office works in the dashboard.
How does the 50 m signing rule work?+
In the system shown here, when someone signs a PTW, toolbox meeting, work-at-height or VSS form, the phone’s GPS is checked against the job’s site pin. Inside 50 m it signs and records who, where and when. Outside, it refuses and shows the distance. The radius can be set per job.
Is this only for town council work?+
No. The pipeline, forms and report layout are all configurable. The same engine was relabelled for an electrical contractor (Pending Works, 1st Fix, 2nd Fix, Testing & Commissioning). MCSTs, condos, main-con subcontracts and commercial FM work the same way.
Can it produce our client’s report format?+
Yes. The completion report compiles your forms, photos, floor plan and signatures in a fixed order, and the layout (header, sections, labels, sign-off) is set per client or job type.
Where does our data live?+
Hosted in Singapore, in your own accounts. Agents run on a server dedicated to your company. Worker selfies and resident details are kept private, with a retention period you choose, so you stay on the right side of PDPA.
Who is Kestrel Works?+
A made-up company. The system is based on one we delivered for a Singapore construction and facilities contractor under NDA, so every name, block, job and number on this page is fictional.
Other industries
All industries →Next step
Show us one job. We’ll show you where the hours go.
Book a 30-minute call. We map one workflow that costs you the most time, show you what it looks like automated, and tell you honestly if it is worth doing.