Book a Demo
AI Project Intelligence for Construction

Your project should remember what happened.

Know what happened. Know who owns it. Know where it came from.

MinuteMate turns every project conversation into structured, traceable project intelligence — connecting RFIs, submittals, changes and claims across meetings while capturing the actions, decisions and risks that keep the project moving.

See MinuteMate in Action Book a Demo

Built for Project Managers, Project Engineers, and teams running OAC meetings, trade coordination, preconstruction, and field reviews.

Project-Intelligence_Live-Capture.trace
From OAC Coordination Call · 09:12
Superintendent: "Framing crew needs RFI 104 answered before starting Level 4 layout. Also confirming: owner rep approved the revised lobby terrazzo finish and electrical sub committed to submittal 082 by Friday."
Extracted Project Intelligence
RFI 104 · Structural Opening Clarification
Open · Architect
Decision · Terrazzo finish approved
Approved · Owner
Submittal 082 · Switchgear Cut Sheets
Due Friday · Electrical
Schedule Risk · Level 4 framing layout dependent on RFI 104
High Impact
Linked to Procore Topic 3.2 · Verified with transcript timestamp 09:12
Built for teams running
OAC MeetingsTrade CoordinationPreconstructionOwner MeetingsField Reviews
The PM's Reality

Your team already discussed it. The project shouldn't forget it.

Important information gets spread across meetings, minutes, Procore, email, spreadsheets, and people's memories. Commercial GC Project Managers and Project Engineers end up spending hours reconstructing what happened instead of driving the job.

“Didn't we talk about this three weeks ago?” MinuteMate remembers the earlier conversation, the meeting date, and what was decided.
“Who owns this now — and what did the architect originally commit to?” Track ball-in-court responsibility and every commitment change over time.
“When did this become a problem, and has the due date changed?” See exactly when delays were first raised and how target dates shifted across meetings.
“Can I prove that the owner actually approved this?” Every directive traces directly to the speaker, timestamp, and transcript evidence.
“Is this the same issue we discussed last month?” Entity resolution identifies recurring issues even when trades use different terminology.
“Now I have to manually update Procore again.” Push approved meeting topics, minutes, and status updates directly back to Procore.

This gives you the project history you currently have to keep in your head.

Project memory

A project record that evolves with every meeting.

Generic AI notetakers create another isolated meeting summary. MinuteMate connects recurring project records across meetings — building a continuous history so your project never starts from zero on Monday.

MEETING 18 · JUNE 3

RFI 104. Structural clarification required. Architect commits to respond Friday.

MEETING 19 · JUNE 10

RFI 104. Response not received. Architect revises commitment to Tuesday.

MEETING 20 · JUNE 17

RFI 104. Response received. New coordination impact identified for Level 4 framing.

RFI 104 — Structural Opening Clarification
Open
First discussed
Meeting 18 (June 3)
Latest update
Meeting 20 (June 17)
Ball-in-court
Architect / Structural
Meetings discussed
3 meetings

Status: One persistent project record tracking commitments, date shifts, and downstream coordination impacts across three consecutive meetings.

Situational awareness

Understand what changed after every meeting.

MinuteMate doesn't just store historical records — it gives Project Managers and Project Engineers immediate clarity on what shifted during the conversation.

New
First Raised

Issues, scope gaps, and potential changes identified for the first time.

Changed
Status & Dates

Updated commitments, revised due dates, and shifted ball-in-court responsibility.

Overdue
Missed Commitments

Deliverables, consultant responses, and submittals that missed their target date.

Escalating
Recurring Blockers

Issues appearing across multiple meetings without resolution or response.

Resolved
Ready to Close

Items confirmed complete, approved by the owner, or signed off in the field.

MinuteMate understands RFIs, submittals, changes, decisions, design issues, actions and risks — while building continuous histories for recurring project records such as RFIs, submittals, changes and claims. See how reconciliation works →

Construction intelligence

Understand construction, not just speech.

MinuteMate uses domain-specific intelligence engines built around how construction projects run. Explore all construction fields →

RFIs

Number, subject, status, ball-in-court responsibility, and commitment dates.

Submittals

Spec section, reviewers, status, lead-time warnings, and discussion history.

Potential Changes & Claims

Potential cost or time impacts, owner directives, and disputed scope.

Action Items

Responsible trade, spec reference, required action, and deliverable date.

Decisions & Approvals

Owner authorizations, architect clarifications, and agreed field modifications.

Risks & Schedule Impacts

Trade bottlenecks, procurement delays, and lessons learned.

Design Issues

Coordination conflicts, incomplete drawings, and AEC discipline handoffs.

Bid Packages

Package milestones, scope boundaries, and outstanding pricing information.

Scope Gaps

Missing coverage between trades, interface responsibilities, and unallocated work.

Value Engineering

Alternative systems, estimated cost delta, owner selections, and approval status.

Allowances

Budget assumptions, reconciliation discussions, and overage tracking.

Owner Decisions

Direction affecting design criteria, milestone delivery, or budget baselines.

Pursuits

Running history of an opportunity from first conversation to final award.

Clients

Continuous record of owner relationships, preferences, and touchpoints.

Teaming Partners

Architect and trade partner performance and pursuit history.

Competitors

Market intelligence and positioning surfaced in strategy sessions.

Go / No-Go Decisions

Evaluation criteria, risk factors, and leadership decisions captured live.

Win / Loss Debriefs

Actionable feedback on selection factors, pricing, and interview prep.

Ask MinuteMate

Ask the project what happened.

Instead of searching through old meeting minutes, emails, and audio recordings, ask directly. Every answer is backed by verifiable transcript evidence with meeting, timestamp, and speaker attribution. Explore Ask MinuteMate →

When was this issue first raised?
What has the architect committed to?
Did the owner approve this?
What changed with this RFI?
ask-query.evidence
?Did the owner approve paying for overtime?

Yes. The owner authorized weekend overtime for the mechanical crew during the August 14 Owner Meeting to recover the schedule slip.

Source Attribution
August 14 — Owner / OAC Meeting
Timestamp: 14:32 · Speaker: David K. (Owner Rep)
Open transcript evidence →
Owner Meeting — Aug 14
14:29 – 14:35

Project Manager: "David, if we want mechanical dry-in before the rains next month, we need Saturday shifts for ductwork rough-in."

Owner Rep: "Approved. Let's authorize the Saturday overtime shift to keep dry-in on track. Send over the formal PCO for my signature."

Project Manager: "Understood. I will log the directive and issue PCO 042 today."

System of record integration

Make Procore smarter without replacing Procore.

MinuteMate bridges the gap between what was discussed in the trailer and what gets documented in your system of record — eliminating double data entry. See all integrations →

Step 1 Procore Agenda Import meeting series & existing topics
→
Step 2 MinuteMate Meeting Capture discussions live from the room or call
→
Step 3 Project Intelligence Extract RFIs, changes, decisions & actions
→
Step 4 Human Review PM edits, approves, and signs off
→
Step 5 Sync to Procore Approved minutes & topics pushed back
P

Procore Integration

Import your existing Procore meeting structure into MinuteMate — projects, meeting series, agendas, and topics. Capture the meeting, review extracted updates, and push approved minutes and topics directly back to Procore.

Close the gap between the meeting conversation and the official project record.
A

Asana Dispatch

Dispatch action items directly into Asana with assignee, due date, and detailed task context straight from the meeting discussion.

The conversation becomes execution — without manually recreating tasks.
Solutions

Built for the workflows that run commercial construction.

One unified project intelligence layer tailored across operations, preconstruction, and business development.

Project Operations

Core
OAC meetings · Subcontractor coordination · Field execution
Track RFIs, submittals, potential changes, claims, actions, decisions, and risks across recurring jobsite meetings. Maintain situational awareness and keep commitments accountable.
Explore Project Operations →

Preconstruction

Design coordination · Estimator reviews · Procurement reviews
Remember every decision made before construction starts. Track design issues, bid packages, scope gaps, value engineering, allowances, and long-lead items.
Explore Preconstruction →

Business Development

Pursuit reviews · Go / No-Go meetings · Client strategy
Maintain the running history of pursuits, client relationships, competitors, and touchpoints with timeline and kanban tracking as an additional construction workflow.
Explore Business Development →
Trust & governance

Project intelligence when you need it. Formal minutes when you need them.

MinuteMate connects every extracted record back to the meeting, timestamp, speaker, and transcript evidence. Your team reviews and approves everything before it becomes part of the permanent record.

Read about trust & traceability →

  • Citation-backed answers
    Every Ask MinuteMate answer links directly to supporting transcript evidence and speaker timestamps.
  • Human review before formal publication
    Nothing syncs to Procore or gets distributed without a Project Manager or Project Engineer signing off.
  • Professional formal minutes
    Export numbered meeting topics, structured action item tables, and clean PDFs when formal distribution is required.

The most valuable project information is already being said.

MinuteMate turns recurring project conversations into a structured, traceable memory that keeps your team accountable and your project on track.

Capture it.→ Structure it.→ Connect it.→ Ask it.→ Put it to work.

Know what happened. Know who owns it. Know where it came from.

See MinuteMate in Action Book a Demo