AI Automation
Overview
Where AI can save time across operations at Reynolds
Prepared by Phil Therien, Partner and Chief Revenue Officer, Webisoft
Beyond accounting, into operations
Introduction
Following our conversation on July 21, this overview lays out where AI can extend beyond the accounting department and into the operational and reporting workflows where your team spends the most manual effort. It is written to be shared, so leadership can weigh the opportunities before any pricing or build is committed.
Reynolds already has a working proof point. The AP agent that handles invoice matching and backup verification freed up two staff members for higher value work. That result points to the model that fits your business: automate the straightforward, repeatable steps, and keep human judgment on the decisions that call for it.
The goal here is not to replace people. It is to remove the manual data handling that slows your team down, and to make the enterprise AI license you already pay for work for the specific way Reynolds operates rather than the generic way it ships.
Staff freed by the AP agent
2now on higher value work
Fixed discovery fee
$2,500credited in full against implementation
Years since paper to digital
3-4data foundation in place
The model that fits Reynolds
Automate the straightforward, repeatable steps, and keep human judgment on the decisions that call for it.
Proven in production
The AP agent result at Reynolds
Anchored in your situation
What We Heard
A short recap of the current picture, so the recommendations below are anchored in your situation rather than a generic template.
Viewpoint Vista is the core ERP and the system of record for operations.
The AP AI agent is already delivering measurable value, having freed two staff for other work.
Reynolds moved from paper to digital over the past three to four years, so the data foundation for further automation is in place.
The enterprise AI license is largely off the shelf, and day to day adoption is still limited.
Reporting and moving data between systems still involve manual steps that have not been fully solved.
Project managers run one or two active jobs at a time, which keeps customer service high touch. Support triage automation is therefore not a priority, and this overview does not push it.
See the numbers before any build
Discovery Phase
Before quoting any build, we run a fixed-fee discovery. This is a short, focused engagement to map your actual workflows, confirm where the manual effort really sits, and turn the opportunities below into a prioritized roadmap with firm pricing.
$2,500
Fixed discovery fee
Fixed discovery fee, credited in full against any implementation work that follows. This is the only commitment required to move forward.
Discovery deliverables
Process maps
For the target reporting and data-transfer workflows.
Prioritized opportunity list
Automation opportunities ranked, with estimated time savings attached.
Fixed-fee quotes
Firm pricing for each recommended track.
Sequence and timeline
A recommended order of work and a rough timeline.
This keeps the leadership decision simple. You see the numbers and the expected return before committing to any build, and the discovery fee comes off the top once you proceed.
Ranked to your priorities
Opportunity Tracks
Reporting and data flow come first, followed by field-to-office billing, then getting more out of the AI license you already own.
Automated Reporting and Cross-System Data Flow
Priority - first build
The problem
The friction you named most directly. Staff pull numbers from one platform, re-key or reformat them, and assemble reports by hand. Every manual handoff costs time and adds a chance for error.
The approach
Connect the systems that hold the data and automate the assembly of the reports your team produces on a regular basis. Where a report needs inputs from more than one place, the automation gathers them, applies your rules, and produces the output in the format you already use, with Vista at the center as the system of record.
The outcome
Recurring reports produced in minutes instead of hours, fewer transcription errors, and staff time returned to work that needs judgment.
Quantity Tracking and Billing Automation
Priority - core build
The problem
You flagged quantity tracking and billing as an area with clear potential that has not been explored. For a paving and civil contractor, this is often where field data and office systems sit furthest apart, with quantities captured on site and later keyed into Vista for billing.
The approach
Streamline the path from field-captured quantities to billing entries, cutting the manual re-entry between the two and flagging discrepancies for a person to review rather than making someone reconcile everything by hand.
The outcome
Faster and more accurate billing, less double entry, and a clearer trail from job site to invoice.
Tailoring the Enterprise AI License to Reynolds
Priority - license you already own
The problem
Reynolds is paying for enterprise AI but using it in a generic way. There is room to configure it around your specific processes, terminology, and document types so it produces results your team can use directly instead of generic output that needs reworking.
The approach
Identify the highest value uses for your operations and office staff, then build the prompts, templates, connections, and light custom tooling that make the license fit Reynolds. This also lifts adoption, since tools that match the real work get used.
The outcome
More value from a license you already own, and wider, more consistent adoption across the team.
Back-Office Administrative Automation
Identified during discovery
The problem
Beyond reporting, most operations teams carry a set of smaller repetitive tasks: data entry, routine document handling, status updates, and follow ups. Individually they are minor. Together they consume real hours.
The approach
Identify these tasks during discovery and automate the clearly repeatable ones, keeping a person in the loop wherever a decision requires judgment. This mirrors the AP agent model already working for you.
The outcome
Incremental time savings across the office, freeing staff for higher value work.
Quote and Proposal Generation
Optional - future track
Context
We touched on automating quote and proposal generation, which can shrink turnaround from about a week to a few hours by integrating your calculators and pulling stakeholder inputs into one workflow. You noted your current focus is on project management and operational responsiveness rather than sales volume, so this is listed as an optional future track rather than a near-term priority. It stays on the table for whenever the sales side becomes a focus.
Each phase is a decision point
Phased Roadmap
The engagement is built in phases, and each phase is a decision point. Reynolds only moves to the next once the prior one has demonstrated value.
- 11-2 weeks
Step 01
Discovery
Map workflows, confirm priorities, deliver the roadmap and firm quotes.
- 2Phase 1
Step 02
First automation
Implement the highest value, lowest complexity track, most likely reporting and data flow, to prove the return quickly.
- 3Phase 2
Step 03
Core operational build
Take on the larger item, most likely quantity tracking and billing, once Phase 1 is delivering.
- 4Phase 3
Step 04
Extend and optimize
Configure the enterprise license, pick up remaining back-office tasks, and refine what is live.
Reynolds only moves to the next phase once the prior one has demonstrated value.
One number to decide on · USD
Investment & Return
There is one number to decide on at this stage. Everything beyond it is priced only after discovery has confirmed the actual scope, so leadership is never asked to approve a build before the return is clear.
$2,500
Discovery - fixed fee
Credited in full against any implementation work that follows. The only commitment required to move forward.
Low five figures
Typical per automation
For planning purposes. Sequenced so the fastest payback comes first, with firm quotes after discovery.
2 staff
The yardstick
Freed by the AP agent for higher value work. Each track is scoped to clear its own cost the same way.
Discovery produces firm fixed-fee quotes with the expected time savings attached, so leadership can judge each track on its own merits. The right yardstick is the return you have already seen from the AP agent.
Practical automation, human oversight built in
Why Webisoft
Webisoft is a Montreal-based custom software and AI consulting firm with a team of roughly 40 engineers working entirely onshore in Canada. We build custom automation, ERP integrations, and AI solutions for mid-market companies, and we work in English across the same time zones as your team.
Our approach favors practical automation that fits how a business actually runs, with human oversight built in rather than bolted on. That matches the philosophy you described: automate the straightforward work, and keep people in control of the decisions that need judgment.
~40
Engineers on the team
100%
Onshore, based in Canada
MTL
Montreal-based firm
EN
English, your time zones
Next Steps
How we move forward from here.
Share this overview
Circulate it with your president and CFO to gauge fit and appetite.
Follow-up call - Tuesday, July 28
Reconnect to discuss their feedback and any questions.
Green light
We schedule the discovery phase and get started.
We are glad to adjust the scope or sequence to match what matters most to Reynolds. Thank you for the conversation, and we look forward to the follow-up.
Phil Therien
Partner and Chief Revenue Officer, Webisoft Technologies Inc.
Direct contact: hello@webisoft.com
Webisoft · Montreal, QC · webisoft.com
Confidential - Reynolds Asphalt & Construction · AI Automation Overview