# OpsMan — Construction Operations System

*Overview for LF Construction Services*

**Prepared by:** Michael McLoughlin  
**Date:** 9 February 2026  
**Version:** 1.0

---

## What Is OpsMan?

OpsMan is an AI Operations Manager that runs your construction company's back office. It lives in WhatsApp and Telegram — no new apps to learn, no training for the crew.

Think of it as a 24/7 operations manager that never sleeps, never forgets, and learns from every job.

---

## What It Does (7 Agents)

### 1. Crew Agent — Daily Attendance & Hours
**Channel:** WhatsApp group "LFCS Daily Crew"

- Reads crew rosters from WhatsApp messages
- Tracks clock in / clock out
- Flags no-shows, late arrivals
- Auto-compiles weekly attendance
- Alerts: "Rocky not clocked in — check with him"

**Example:**
```
You message: "Monday — Eastern Creek. Rocky 7am, Mike 7am, Jack sick"
OpsMan: ✅ Logged. Jack marked sick day.
```

---

### 2. Costing Agent — Pricing & Estimates
**Channel:** Telegram DM

- Reads PDF drawings, counts quantities
- Calculates labor hours + material costs
- Applies your rates ($100/hr, 20% margin)
- Generates quotes instantly
- Learns: compares quoted vs actual

**Example:**
```
You: "Price this footing job" [attach PDF]
OpsMan: $13,800 — 9 days, 2 steel fixers + 2 chippies
```

---

### 3. Timesheet Agent — Weekly Compile
**Channel:** Telegram DM

- Compiles hours from daily logs
- Cross-checks against worker claims
- Flags discrepancies
- Exports to Xero/Excel
- Auto-sends to payroll Wednesday mornings

**Example:**
```
Wednesday 7am auto-message:
"Week 6 timesheet ready — 94 hours total. 
Discrepancy: Rocky claimed 44 hrs, logs show 40 hrs."
```

---

### 4. Invoice Agent — Billing & Export
**Channel:** Telegram DM

- Generates invoices from completed jobs
- Exports to Xero CSV
- Tracks what's been billed, what's outstanding
- Reminds: "Eastern Creek LTP — invoice not sent"

---

### 5. Assets Agent — Tools, Materials, Vehicles
**Channel:** WhatsApp + Telegram

**Tool Tracking:**
- Check in / check out by WhatsApp message
- Overdue alerts: "Laser level due back 3 days ago"
- Service reminders: "Jackhammer at 195 hrs (service at 200)"

**Vehicle Stock Takes:**
- Monthly reminder: "Stock take Ute 1 due"
- Expected kit list per vehicle (Hilti batteries, drills, laser levels, concrete gear)
- Flags missing items

**Material Tracking:**
- Logs what's issued to each job
- Tracks returns, waste, leftovers
- "Eastern Creek: 3 sheets ply returned — can reuse on next job"

---

### 6. Design Agent — Optimize Materials
**Channel:** Telegram DM

- Analyzes drawings for material efficiency
- Minimizes waste (full sheets vs cutting)
- Cross-references stock: "You've got 3 sheets from last job"
- Generates shopping lists

**Example:**
```
You: "Design this pit" [attach PDF]
OpsMan: "Optimal: 12 sheets ply (3 offcuts reusable). 
You have 3 sheets in stock. Order: 9 sheets."
```

---

### 7. Web Dashboard — Office View
**Access:** Browser (phone, tablet, computer)

- Live crew view (who's on site now)
- Job status board (active jobs, progress, issues)
- Timesheet approvals (review before export)
- Tool locations (who has what)
- Invoice tracking (billed, paid, overdue)
- Weekly reports (P&L per job)

**Access:** Liam + authorized staff can log in from office, home, or anywhere.

---

## How It Works

```
WhatsApp (Crew)          Telegram (Liam/Foreman)
    ↓                           ↓
Daily messages           Commands & queries
    ↓                           ↓
    └──────────┬────────────────┘
               ↓
        OpsMan AI System
               ↓
    ┌──────────┼──────────┐
    ↓          ↓          ↓
Files      Alerts      Reports
(memory/)  (SMS/TG)    (Xero/Excel)
```

### Hybrid AI Model

**Routine Operations (Fast/Cheap AI):**
- Parse WhatsApp messages
- Generate timesheets
- Send alerts and reminders
- Log attendance

**Complex Analysis (Powerful AI — Opus):**
- Contract law research
- Pricing optimization across jobs
- Pattern analysis ("Why do footing jobs go over budget?")
- Strategic recommendations ("Add 20% contingency to engineer-heavy jobs")

**Result:** $200/mo gets you both — routine efficiency + strategic intelligence.

---

## What You Need to Provide

### To Get Started:
- [ ] Worker list (names, roles, hourly rates)
- [ ] Company rates ($/hr, margin %)
- [ ] Xero login (or we can do CSV export only)
- [ ] WhatsApp group set up for crew

### For Assets Agent:
- [ ] Vehicle list (5 vehicles)
- [ ] Standard kit per vehicle (Hilti tools list)
- [ ] Current tool inventory (optional — we can build it as we go)

### For Design Agent:
- [ ] Material supplier price list (optional — we can add later)
- [ ] Stock on hand (optional — we can track from now)

---

## Build Timeline

### Phase 1: Foundation (Week 1-2)
- Set up VPS, Clawdbot, WhatsApp/Telegram
- Deploy Crew Agent (attendance tracking)
- Deploy Costing Agent (basic pricing)

**Result:** Daily attendance logging works, basic pricing works

### Phase 2: Core Operations (Week 3-4)
- Deploy Timesheet Agent (weekly export)
- Deploy Invoice Agent (Xero export)
- Deploy Assets Agent (tools, vehicles)

**Result:** Full timesheet → payroll pipeline, tool tracking live

### Phase 3: Intelligence (Week 5-6)
- Deploy Design Agent (material optimization)
- Enable learning loop (quoted vs actual)
- Add safety/license tracking

**Result:** System learns from jobs, suggests improvements

### Phase 4: Polish (Week 5-6)
- Refine based on usage
- Add edge cases
- Optimize workflows
- Deploy web dashboard

**Total Build Time: 4-6 weeks for full system**

*Note: AI builds 24/7, but testing and feedback loops require human input (Liam). Realistic timeline accounts for both.*

---

## What You Get

| Before OpsMan | After OpsMan |
|---------------|--------------|
| Manual timesheets | Auto-compiled, export-ready |
| Lost tools | Every tool tracked, overdue alerts |
| Guesswork pricing | Data-driven quotes + learning |
| Missing hours | Discrepancy flags every week |
| No material records | Full job allocation + waste tracking |
| Forget license expiry | Auto-reminders 30 days before |

---

## Questions for You (Liam)

1. **Workers:** Do you use subcontractors, or only employees?
2. **Safety:** Do you track white cards, licenses? How?
3. **Scheduling:** Do you plan jobs ahead, or day-by-day?
4. **Photos:** Do you take progress photos? Want them logged?
5. **Xero:** Full API integration, or CSV export only?
6. **Variations:** How do you track extra work/changes?
7. **Suppliers:** Preferred suppliers? Price lists?

---

## Next Steps

1. **Review this document** — add/remove anything
2. **Answer the questions** above
3. **Provide worker list** + rates
4. **I start building** — first version in 2 weeks

---

## Cost

**For LFCS:** Free (favor for a friend)  
**Monthly Operating Costs:**

| Item | Cost |
|------|------|
| VPS + Dashboard Hosting | $20/mo |
| Routine AI (parsing, alerts, reports) | $30/mo |
| Advanced Analysis (pricing optimization, contract research, pattern analysis) | $150/mo |
| **Total** | **~$200/mo** |

**What you get for $200/mo:**
- 24/7 operations manager (vs $8,000+/mo human)
- AI that learns and improves
- Contract law research on demand
- Cost optimization analysis
- Pattern recognition across all jobs

**Maintenance:** Michael handles remotely

**Future clients:** This becomes a paid product — LFCS is the prototype.

---

## Future Expansion: Multi-Site Network

*Phase 2+ — When LFCS Grows*

Right now OpsMan is one brain doing everything. But construction doesn't work like that — you've got the office, you've got site foremen, and they need different things at different times.

### The Network Architecture

**Liam's OpsMan (HQ Brain):**
- Sees everything: Cash flow, all jobs, all crew, invoicing, compliance
- The full company picture
- Strategic decisions, pricing, client management

**Foreman Clawdbots (Site Ops):**
Each foreman gets their own instance that only sees their site's data:
- Who's on my site today
- What variations have been logged
- Are my crew's tickets current
- What's the weather doing tomorrow
- Material deliveries expected
- Daily progress reporting back to HQ

**Your Clawdbot (Rivet):**
- Connects as the builder/tech layer
- Sees system health across all instances
- Can push updates, monitor performance
- Centralized maintenance

### Why It's Better Than One Central System

**For Foremen:**
- Fast, focused assistant that only knows their job — no noise
- Talk to it like a site manager
- Voice note from the ute at 5:30am: "Who's on Eastern Creek today and is the concrete booked?"
- Instant answer, no scrolling through company-wide dashboards

**For Liam:**
- Every foreman's Clawdbot syncs data back up to HQ
- Attendance, variations, progress, incidents — all flow upward automatically
- Liam's dashboard fills itself from every site without manual reporting

### The Business Model

This becomes the productized offering:
- **HQ Brain:** One per company (Liam's level)
- **Site Ops:** One per foreman (lightweight, cheap)
- **Sell to other builders:** They get the full network, not just a single system

**Revenue per client:** Not one sale per company — it's one HQ + one per foreman.

---

*Questions? Add them below or call Michael.*

---

**VERSION HISTORY**
- v1.0 (9 Feb 2026) — Initial overview, 6 agents defined
- v1.1 (9 Feb 2026) — Added web dashboard (7th agent), updated timeline to 4-6 weeks
- v1.2 (9 Feb 2026) — Added hybrid AI model, realistic cost breakdown (~$200/mo)
- v1.3 (9 Feb 2026) — Added Multi-Site Network expansion (HQ + Foreman instances)