Built for engineering, surveying & architecture firms$0 upfront
AI agents that handle project admin for engineering, surveying & architecture firms. $0 upfront. Done for you.
Every hour your team spends on paperwork is an hour better spent on other tasks. We find the repetitive project admin your team does every day and build AI agents that do it for you, inside the tools you already use.
Meeting notes, proposals and client follow-ups drafted and sent for you
Documents, permits and deadlines tracked — with reminders before anything is due
Invoices sent on time, and late payments chased for you
You don't need another chatbot. You need the project admin off your engineers' plates.
Most AI agencies sell the flashy stuff to any business that will listen. We only work with engineering, surveying and architecture firms — and we automate the admin that eats a principal's or PM's week.
What most AI agencies sell
A custom GPT chatbot on your website
AI-generated social media posts
Lead-gen funnels and cold outreach
Generic AI tools that don't know an RFI from an SF330
What we automate
Meeting minutes and follow-ups that go out automatically after every client, agency and site meeting
Proposals and SF330s assembled from your past projects and resumes, ready to edit
RFIs, submittals and permits logged and tracked — with reminders before anything is due
Invoices drafted from tracked hours, and polite chasing until they're paid
The problem
You didn't get your PE, PLS or license to write meeting minutes at 9pm, rebuild invoice backup from timesheets, or chase the same client for a title report three times. But that's where the evenings go.
The fix
Suntex Labs gives you a team of AI agents that each own one of those chores — done the same way, on time, every time, inside Outlook, SharePoint, Procore, BQE, Ajera and the other tools you already use.
Zero risk
$0 upfront. Anything sensitive — and anything that carries your stamp — waits for your approval. Everything we build is yours.
Start with your day
Walk us through a normal day. We'll find the hours.
Every audit starts the same way: you walk us through a typical task, and we pick out the 3–5 things that are time consuming. Those get automated first — because that's where the payback is immediate and obvious.
An example day: principal of a 12-person civil engineering firm
Illustrative · your audit maps your real day
7:30 am
Triage new project and survey requests from overnight email
→ Intake & Scheduling Agent
25 min
10:00 am
Chase a client for the topo survey and title report
→ Document Chaser
20 min
12:30 pm
Update the RFI and submittal logs for two active jobs
→ RFI & Submittal Tracker
25 min
3:30 pm
Call the county about three permits stuck in review
→ Permit & Agency Tracker
20 min
5:30 pm
Log today's client calls and new leads in the CRM
→ CRM Keeper
20 min
7:00 pm
Write up minutes from today's site meeting
→ Meeting Minutes Agent
45 min
8:00 pm
Pull resumes and project sheets for Friday's RFQ
→ Proposal Assembly Agent
40 min
9:00 pm
Chase invoices more than 60 days past due
→ Payment Chaser
20 min
Admin, every single day
3 hrs 35 min
2 hrs 5 min of it after 5pm.
~18 hours a week
of minutes, proposals, tracking and chasing — all of it handed to agents.
Agents that do the admin and let you focus on the important stuff
Each agent owns a repetitive job, works like a coworker you can message by text, email or Teams, and signs in to your tools to get it done.
Example agents — or build your own
Intake & Scheduling Agent
Runs every call and request, 24/7
📞 New boundary survey request on Ridge Rd — parcel ID, deed and reason for the survey collected.
Crew 2 is free Thursday morning. Booked it and texted the client a confirmation.
Send them the quote too
Done ✓ Quote sent from your standard fee schedule.
Answers calls and web requests, collects the project or survey details you need to quote, books site visits and field crews, and confirms with the client.
You stop: Playing phone tag to book site visits and field crews
OutlookTeamsGoogle Calendar
Meeting Minutes Agent
Runs after every meeting
Today's pre-con meeting for Oak Street Lot 4 is written up: 6 decisions, 9 action items, 3 open RFIs.
Send to everyone on the invite
Sent ✓ Action items added to each owner's task list, with reminders before they're due.
Turns every client, agency and site meeting into clean minutes with decisions and action items, sends them to attendees, and tracks the follow-ups.
You stop: Typing up meeting minutes at 9pm
TeamsZoomOutlook
Proposal Assembly Agent
Runs when an rfp or rfq lands
City of Fairview stormwater RFQ is due Friday. Draft ready: 5 relevant projects, 4 resumes, SF330 Part I filled.
Swap in the Maple Ave drainage project
Swapped ✓ Project matrix updated — still within the 20-page limit.
Pulls the right resumes, project sheets and past-proposal language into your template — SF330 sections included — so your team edits a draft instead of starting from scratch.
You stop: Rebuilding proposals from old files the night before they're due
SharePointWordOutlook
Document Chaser
Runs every weekday, 9am
Morning ☀️ 5 projects are waiting on client documents. Reminders sent with an upload link.
The title commitment for Harbor Point arrived overnight — filed to the project folder and checked off.
Flag anything holding up a submittal
Tracks every survey, title report, geotech report, approval and subconsultant document you're waiting on, nudges until it arrives, then files it to the right project.
You stop: Emailing "just following up on the topo survey…"
OutlookSharePointDocuSign
RFI & Submittal Tracker
Runs all day, during construction
3 new RFIs logged on the Lincoln School job. RFI 14 is due tomorrow — assigned to Sam.
Submittal 22 (storm pipe) came back "revise and resubmit". Contractor notified with the comments.
Anything overdue on our side?
One: the lighting cut sheets, 2 days late. Reminder sent to Priya.
Logs every RFI and submittal from email, Procore or Bluebeam, tracks who owes the response, and reminds reviewers before it's due.
You stop: Digging through email to rebuild the RFI log
ProcoreBluebeamOutlook
Permit & Agency Tracker
Runs every weekday
County comments came back on the Elm Creek grading permit — 4 items. Summary sent to the project engineer.
Discharge permit renewal for the Riverside plant is due in 30 days. Reminder set.
Remind me again in 2 weeks
Tracks every permit, plan review and agency submittal, summarizes comment letters, and reminds you before resubmittal and renewal deadlines.
You stop: Calling the county to ask where a permit stands
OutlookSharePointGoogle Sheets
CRM Keeper
Runs all day, as conversations happen
Updated 12 client records from today's emails and calls. Moved the Westfield development to "Proposal sent".
Where do our pursuits stand?
4 proposals out. Westfield's decision is expected Friday — reminder set to follow up.
Updates your CRM from real conversations — emails, calls and meetings — so clients, contacts, pursuits and follow-ups stay current without anyone logging anything.
You stop: Manually logging client activity on Friday afternoon
HubSpotSalesforceOutlook
Invoicing Agent
Runs month end · when a phase completes
Month end: 23 invoices drafted from tracked hours, $148,600 total. 3 projects are over budget.
Send the 20 clean ones
Sent ✓ The 3 over-budget invoices are waiting in your approvals.
Turns tracked hours and phase completions into draft invoices with backup in BQE, Ajera or QuickBooks, and sends them once you approve.
You stop: Building invoices and backup by hand at month end
BQE CoreDeltek AjeraQuickBooks
Payment Chaser
Runs every weekday, 10am
6 invoices are past 60 days ($41,200). Reminders sent — firmer tone for the two over 90.
Harbor Development just paid $12,400 ✓ Marked paid.
Loop me in before any final notice
Follows up on overdue invoices and retainage with polite, escalating reminders, offers a pay-now link, and marks invoices paid when money lands.
You stop: Chasing developers for invoices 90 days late
QuickBooksBQE CoreStripe
RFQ & Bid Monitor
Runs every weekday, 7am
3 new solicitations overnight. Best fit: Lakeview County culvert replacement design, due Oct 30.
Go/no-go: in your service area ✓ 4 similar past projects ✓ Pre-proposal meeting Oct 16.
Go. Start the proposal
Handed to the Proposal Assembly Agent ✓ Pre-proposal meeting added to your calendar.
Watches city, county, state and DOT procurement portals for solicitations that match your services and area, sends a short summary with a go/no-go checklist, and hands the ones you pursue to the Proposal Assembly Agent.
You stop: Finding a perfect-fit RFQ two days before it's due
Procurement portalsOutlookTeams
Client Check-In Agent
Runs weekly, and when a project closes
Pine Ridge Townhomes closed out last week. Drafted a thank-you to Dana at Brightside Development, asking about their next site.
Also: Harbor Homes hasn't sent work in 7 months. Want a check-in from you?
Yes — mention the new stormwater rules
Drafted ✓ It's waiting in your approvals.
Keeps you in touch with past clients, developers, contractors and referral partners — a thank-you when a project closes, a nudge when a relationship goes quiet — drafted from your CRM and sent with your approval.
You stop: Realizing a good client went quiet six months ago
OutlookVantagepointHubSpot
Your Custom Agent
Built around how your firm works
Got a repetitive task that isn't here? Walk us through how you do it today, and we'll build an agent that does it your way, inside your tools.
Firms have asked for
+Weekly project status updates to clients
+Friday timesheet reminders, and chasing missing hours
Every agent has a job, a routine, a memory, and rules about when to check with you.
Text, email or Teams them
Each agent is a coworker you can message from your phone or desk. Same agent, same memory, wherever you are — even from a job site.
Routines that never clock out
Agents run on a schedule or a trigger — after every meeting, every weekday at 9am, the moment a phase closes — and keep going after you've gone home.
They ask before anything sensitive
You set the rules: "check with me before any invoice over $25,000" or "never send anything stamped without me." Anything outside them lands in your approvals.
They learn from your corrections
Tell an agent once how you format minutes or that a client wants everything copied to their PM, and it remembers — for every task after.
They work as a team
When a phase closes, the CRM Keeper updates the record, the Invoicing Agent drafts the bill, and the Payment Chaser takes it from there. No hand-off falls through.
Inside the tools you already use
Your agents sign in to Outlook, SharePoint, Procore, Bluebeam, BQE, Ajera or QuickBooks and do the work there — nothing new for your team to learn.
Case studies
What it looks like in a real business
The admin we find, the agents we deploy, and what changes — across four very different kinds of business.
Civil Engineering
15-person site development firm
Example engagement
Project engineers spent evenings writing meeting minutes, chasing clients for surveys and title reports, and calling the county about permits stuck in review.
Site meeting minutes typed up at nightMinutes and action items sent after every meeting
Emailing clients for the topo and title reportDocument Chaser requests and files them automatically
Calling the county for permit statusComment letters summarized and deadlines tracked
Example engagements are illustrative: they show the admin we typically find in these businesses and the agents we'd deploy. They aren't results from a specific named client, and time savings are estimates.
Do the math
Get up to 10 agents working for you 24/7
Admin that lands on your engineers costs you billable hours. Hiring an admin to take it costs about $5,700 a month. We manage up to 10 agents or automated processes for $1,950 a month, $0 upfront.
The bigger cost: unbilled time
Every hour a PE spends on admin is an hour you can't bill.
Minutes, proposals, RFI logs and invoice backup usually land on your most expensive people. Put in your own numbers to see what that admin costs in billable time.
$11,700a month in time that could have been billed
That's 6.0× the $1,950/month for your agent team.
Defaults are illustrative. How many of those hours you get back depends on which tasks are automated.
In-house admin
Full-time U.S. employee
Suntex Labs agents
Managed AI agent team
Upfront cost
~$5,475 to recruit
$0
Hours covered
40 hrs/week
24/7 — nights, weekends & holidays
Capacity
One person
Up to 10 agents or processes, working in parallel
Sick days, time off & turnover
Yes
None
Who manages the work
You
We do — you set the rules
Monthly cost
~$5,700
$1,950 + AI platform usage
In-house admin
Full-time U.S. employee
Upfront cost
~$5,475 to recruit
Hours covered
40 hrs/week
Capacity
One person
Sick days, time off & turnover
Yes
Who manages the work
You
Monthly cost
~$5,700
Suntex Labs agents
Managed AI agent team
Upfront cost
$0
Hours covered
24/7 — nights, weekends & holidays
Capacity
Up to 10 agents or processes, working in parallel
Sick days, time off & turnover
None
Who manages the work
We do — you set the rules
Monthly cost
$1,950 + AI platform usage
In-house cost uses the median pay for secretaries and administrative assistants, $48,310 a year (BLS, May 2025), plus benefits, which make up about 30% of total compensation (BLS, December 2025). Recruiting cost is the average non-executive cost per hire (SHRM, 2025). Suntex Labs pricing excludes AI platform usage, billed by each provider at cost. Illustrative comparison — actual costs vary by role, market and provider.
Why admin, why now
The money is in the boring stuff
Unsent invoices, unchased payments and unlogged conversations cost real money. Here's what the research shows.
56%
of U.S. small businesses are owed money on unpaid invoices — $17,500 on average
And 47% have invoices more than 30 days overdue. Businesses hit hardest by late payments were far more likely to report cash-flow problems.
of employees' time goes to work activities today's AI could technically automate
AI's ability to read and write plain language is what moved the needle — the biggest gains are in exactly the email, paperwork and data-entry work that fills an owner's evening.
Plenty of businesses have tried AI — very few have it doing the unglamorous work that actually costs them time and money. An invoice that goes out the day the job closes, a reminder that goes out the day a payment is late, a recap that goes out the minute a call ends: that's where the payback is immediate and obvious. And because there's nothing to pay upfront, you see it before you've taken on any risk.
These are research findings, not guarantees — results depend on your processes and how much of your work is repetitive. McKinsey's 60–70% figure describes what's technically automatable across the economy, not what any one business will automate. Automated reminders don't guarantee any client will pay faster.
Who we serve
Built for engineering, surveying & architecture firms
Engineering
Engineering Adjacent
How it works
Start with a project week. End with your evenings back.
1
Walk us through a project week
A free call where you talk us through a typical week on a live project — every meeting recap, proposal, RFI, permit, invoice and spreadsheet. We time it, and you leave with a written list of what to automate first.
2
Pick the 3–5
We start with the 3–5 things you do every single day that are repetitive and need no real decision-making. That's where the payback is immediate and obvious.
3
Deploy your agents
We build and connect your agents to the tools you already use, test them on your real meetings, projects and invoices, and go live. $0 upfront.
4
Hand over the next chore
Every month we monitor and tune what's running, then take the next piece of admin off your plate. The hours you get back keep stacking up.
Pricing
$0 upfront. One flat monthly price.
One plan that covers building, running and maintaining every system — no tiers, no build fees, no surprise invoices.
Your AI Admin Team
We build, run and maintain the AI agents that handle your daily admin.
$1,950/month
$0 upfront · managed service & maintenance
Free admin audit: we map your day and find the 3–5 tasks to automate first
Up to 10 AI agents or automated processes, working 24/7
Design, build & setup of your AI admin agents — $0 upfront
Connected to the tools you already use
24/7 monitoring, maintenance & fixes
Ongoing tuning, plus the next piece of admin handed to an agent each month
Approval rules you control, plus plain-English docs for every agent
The platforms your systems run on bill you directly, on accounts you own. We never mark them up — you see exactly what the AI costs, and it stays yours if you ever leave.
AI model usage
e.g. OpenAI, Anthropic, Google — billed per use
Phone, texting & SMS
e.g. a business number, call minutes for your phone agent, and texts to clients
Automation platform
e.g. Make, n8n or Zapier subscription, if your systems need one
We estimate your platform costs during your free audit, so you know the full monthly picture before you commit to anything.
Billed monthly. Initial 90-day commitment to ensure success, then month to month. Need more than 10 agents, or multiple offices? Let's talk.
FAQ
Questions engineering and surveying firms actually ask
Will an agent ever send anything that needs a PE or PLS stamp?
No. Agents handle the admin around the technical work — minutes, logs, reminders, invoice drafts, document chasing — never the engineering or surveying judgment itself. Anything that would carry a stamp or seal, or that states a design decision, goes to a licensed professional for review first. You set those rules, and agents follow them every time.
Can it help with proposals, RFQs and SF330s?
Yes — it's one of the biggest time savers for firms that pursue public work. The Proposal Assembly Agent pulls the right resumes, project sheets and past-proposal language into a first draft for your team to edit, so your people spend their time on the win strategy instead of copy-pasting Section F project descriptions.
Do you build website chatbots?
Rarely, and never first. Engineering and surveying firms don't need a chatbot on their website — they need the meeting minutes, proposals, permit tracking and invoice chasing that eat their evenings to happen on their own. That's what we build. If a chatbot ever makes sense for you, we'll tell you after the admin is handled.
How do you decide what to automate first?
We ask you to walk us through a typical day, then pick out the 3–5 tasks you do every single day that are repetitive and require no real decision-making — writing meeting minutes, assembling proposals, chasing documents, updating RFI logs. Those go first because the time saved shows up in week one.
What's the catch with $0 upfront?
There isn't one. Most agencies charge a large build fee before you see anything work. We fold the build into your flat monthly price instead, so you never pay for a system before it's running. In return we ask for an initial 90-day term — enough time to build, launch and prove the results — then it's month to month.
Do I need technical staff or to learn new software?
No. We do the design, building, connecting and maintenance. Your team keeps working in the tools they already use — Outlook, SharePoint, Procore, BQE, Ajera, QuickBooks — the agents just work in the background. We train your team on anything they'll touch and document every system in plain English.
Is our project and client data safe?
Yes. We only request the minimum access each workflow needs — an agent that writes minutes doesn't see your drawings — use business-grade AI providers that don't train their models on your data, and keep a log of everything every system does. You can see exactly what ran, when, and why — and revoke access at any time.
What if an agent gets something wrong?
You decide what each agent can send on its own and what needs your OK — for example, every invoice over $25,000, any final payment notice, or anything that would carry your stamp lands in your approvals first. Correct an agent once and it remembers. And we monitor every agent around the clock and fix issues as part of your monthly price.
Will AI replace my team?
That's not the goal. Agents take the repetitive, no-judgment admin — writing recaps, building invoices, chasing paperwork, logging activity — so your engineers and surveyors spend their time on billable design, fieldwork and clients.
Do you replace Deltek, BQE, Ajera or our project management software?
No. Your project accounting and project management tools stay exactly as they are. Our agents work alongside them — drafting invoices in BQE Core, Deltek Ajera, Vantagepoint or QuickBooks, logging RFIs from email into Procore or your log, filing documents to SharePoint — and handle the email-and-document work those tools were never built for.
Do you do lead generation or cold outreach?
No. Engineering, surveying and architecture firms mostly win work through public bids, repeat clients and referrals — so that's where we help. The RFQ & Bid Monitor finds solicitations that fit your services and area before they're nearly due, and the Client Check-In Agent keeps you in touch with past clients and referral partners. Nothing goes out without your approval.
Who owns the automations if I cancel?
You do. Everything we build lives in accounts you own, with full documentation. If you ever leave, we hand it all over cleanly — no lock-in, no hostage-taking.
Are AI platform costs included?
No — and that's deliberate. Your flat monthly price covers our managed service: building, running, maintaining and improving your systems. The AI platforms those systems run on (AI model usage, phone and SMS minutes, an automation-platform subscription if needed) are billed by each provider directly to accounts you own, at cost, with no markup from us. For most small and mid-sized firms that's a modest amount each month, and we estimate it for you during your free audit, before you commit to anything. Software you already pay for (your CRM, accounting tool, etc.) stays on your own account too.
I've tried automation tools or agencies before and it went nowhere.
That usually happens because something got built, handed over, and then broke when nobody was watching. We don't hand off and disappear: we run, monitor and improve your systems every month.
Hand off the project admin. Keep the billable work.
Walk us through a typical project week on a free call. You'll leave with the 3–5 admin tasks to automate first and how many hours they're costing you — whether you work with us or not.
