The notice nobody saw
A time-barred notice lost in a personal inbox can cost a claim that was otherwise sound.
Product · Communications
Construction correspondence management, with every time bar in view
Register every contractual letter with its significance, its time bar and its response deadline. BuildCore highlights the ones running out, threads replies to the letters they answer and — when you ask — uses AI to score a letter's risk, summarise the chain and draft a reply. RFIs, minutes of meeting and actions sit on the same record.
Why it matters
Entitlement is lost in inboxes
Contract letters arrive by email, get forwarded, and sit. The contract keeps counting.
Replies without a thread
When the answer isn't linked to the letter it answers, nobody can say which letters are still open.
Actions agreed, then forgotten
Meetings agree actions; without an owner, a due date and a reminder, they drift until the next dispute.
Capabilities
What Communications does
Correspondence register
- Letters in and out, from draft to issued, awaiting response, responded and closed — reopened with a reason if needed
- Contractual significance, contract clause and FIDIC sub-clause on each letter, linked to the contract, RFI, NCR, variation or vendor
- The time bar recorded when a letter is registered, flagged Due Soon inside seven days and Overdue after
- Threads: related letters, a linked response that stops the reply clock, CC list, assignment and acknowledgement
- Response deadlines escalated in the app and by email, according to your SLA policy
- Letters emailed with their attachment, and every send logged — failures included
AI, when you ask for it
- Analyse a letter: classification, a risk score from 0 to 100 with its flags, the likely clause, suggested actions and a summary
- Draft a reply into an editor for your team to change and issue — the AI never sends anything
- Summarise a whole correspondence chain
- Suggest whether a letter is a contractual notice and its time bar, for your team to confirm
- Run on a local model on your own server, or on OpenAI, Anthropic or Google Gemini once an administrator enables it
RFIs
- Open, answered, on hold, closed or withdrawn
- Only the assigned person or a reviewer can post the official answer
- Cost and time impact — days and amount — with an external respondent and an SLA
- Overdue counts and a CSV export
Meetings and actions
- Minutes from draft to published to confirmed — only the chair confirms — with external attendees and a structured agenda
- Publishing notifies the distribution list and emails external attendees
- One action register for actions from meetings, NCRs, inspections, observations, RFIs and HSE
- Closing an action needs a remark; overdue owners are reminded every morning
- Open actions from the last meeting carry forward into the next
How it works
A letter, from arrival to close
AI helps when you ask it to. People decide.
1
Register
Logged with its significance, time bar and response deadline.
2
Assign
An owner is assigned and acknowledges it.
3
Analyse
Optional: AI scores the risk and suggests the clause and actions.
4
Reply
Drafted — by your team or by AI for them to edit — and issued.
5
Link
The response is linked to the letter; the reply clock stops.
6
Close
Closed, with the thread and its audit trail intact.
Outputs
What comes out of it
- Excel: the correspondence register, with time-bar, AI-risk and SLA columns
- CSV: RFIs
- Email: issued letters, published minutes, SLA escalations
- Print: letter cover sheets and minutes, from the browser
Connected
Part of one project record
EDMS
Document Management
The controlled register for every project document — revisions, approvals and transmittals.
FIDIC-awareContract Management
Client contracts, variations and FIDIC claims — each against its own clock.
EOT claimsHindrance & EOT
Every hindrance logged and every contractual clock tracked — so no extension-of-time claim is lost to a missed notice.
Questions
Communications — common questions
No. The AI runs only when a user asks it to. It scores, summarises, suggests and drafts; your team edits and issues every reply, and nothing is sent on its say-so.
The time bar is recorded when the letter is registered. The register flags it Due Soon inside seven days and Overdue after the deadline, and the dashboard counts every letter on alert.
Yes. BuildCore can use a local model through Ollama on your own server. Cloud providers — OpenAI, Anthropic, Google Gemini — are optional and only process data once an administrator enables them.
Yes. Each RFI can carry an impact in days and in money, an external respondent and an SLA, and the register exports to CSV.
See it on your project
See Communications on your own project
Tell us about your project and we'll shape the demo around Communications and the modules it connects to.