Case Study: Summit Builders scales submittal and COI admin without new headcount

Summit Builders runs complex commercial work across multiple regions. Coordinators were spending most of their day on repeatable admin — logging submittals, chasing COIs, and answering owner status questions — while PMs waited on clean handoffs.

The challenge

Each request followed a documented SOP, but execution still depended on inboxes, shared drives, and manual updates in Procore. Volume spikes on new job starts created backlogs that delayed procurement and owner responses.

The solution

Summit encoded its SOPs as Agentic Operating Procedures. Markdown agents intake email and portal requests, validate job context, draft responses for review, update project logs, and route exceptions to the right coordinator or PM.

Results

• 50% fewer manual touches on pilot workflows in 60 days
• Submittal turnaround improved from days to hours on routine packages
• Full audit trail on every agent action for compliance review

What's next

Summit is expanding agents to bid invite triage and pay app prep while keeping human approval on anything that affects budget, contract, or external commitments.