Prequal packets without the late nights

If you’ve ever worked for a school district, a big general contractor or a property management company, you know the drill. Before you can bid, or before you can get paid, there’s paperwork. A certificate of insurance naming them as additional insured. A vendor questionnaire. A W-9. Your safety program. References. An equipment list. Sometimes a state vendor registration on top.

None of it is hard. It’s the same handful of facts, typed into a different form every time, usually at night after a full day on site.

One company file, filled once

At The Dom Construction Group, we keep one saved company file. Legal name and address, trades, years in business, insurance policies and dates, licenses, the written safety program, crew certifications and job references. When something changes, like a new policy year, it changes there and nowhere else.

When a new form comes in, AI reads it, matches each question to the company file and fills it in. A questionnaire that asks us to describe our safety program gets the same answer we gave last time, trimmed to fit the box. A certificate request gets the holder’s exact name and the additional-insured wording from the contract, so the insurance agent can issue it without three emails back and forth.

The packet checklist shows the whole thing at a glance. Green means filled or attached. Yellow means it needs a person. Blue means we’re waiting on someone else, like a letter from the bonding agent.

A person still signs

The system doesn’t guess. If a form asks something that isn’t in the file, like a bank reference for a new owner or a project size we’ve never listed, it gets flagged and waits. Nothing goes out until someone has read it and signed.

That part matters. Paperwork is where small mistakes get expensive: a lapsed date, the wrong legal name, a missing endorsement. AI is good at filling forms fast. A person is good at noticing when something looks off. We use both.

If you fill in the same forms over and over

Contractors aren’t the only ones buried in forms. Property managers fill vendor packets and insurance requests for every owner. Medical and dental offices redo credentialing paperwork. Accounting and insurance offices type the same client facts into form after form. If you answer the same questions over and over, we can set up a company file and a filling workflow on your own Google or Microsoft account.

See how we handle compliance paperwork and document automation, or try the paperwork demo to watch an invoice turn into spreadsheet rows in a few seconds.