Modernising construction project management in a modern company

A distinct feature of companies overseeing construction projects is the volume and variety of documents processed throughout the build. In addition, managing and supervising the construction process and its individual stages require strong organisation and constant control. By automating tasks and digitising documents, teams can markedly speed up documentation, cut handling time, and keep a clear line of sight on every task.

How did Domost leverage automation by launching the V-Desk system organisation-wide?

Challenge: Evolving need for tighter control of documentation and project costs

Domost, operating in a project-based model, needed to organise and automate workflows for invoice routing, cost control, and contractor collaboration.

Invoices, contracts, orders and correspondence touch many hands. All of them require review, correction or approval in connection with ongoing projects. The high document volume also makes it difficult to maintain transparency, timeliness and continuous control of the flow.

Solution: V-Desk as a single platform integrating project documentation

The implemented system handles multiple processes whose documents are interlinked. It logically connects them to enable smooth work and prevent information silos.

Dedicated modules:

• Invoice workflow – the verification and approval of cost documents includes project assignment, multi-level approvals and fine-grained permission management.
• Project budgeting – costs from invoices and orders are automatically posted to the right projects; the budget updates in real time, and alerts raise a red flag as thresholds near or are exceeded.
• Project & documentation management – each project has a central workspace where all related documents are kept (contracts, orders, invoices). Clear roles and permissions enable effective delivery.
• Contract registration & management – contracts are captured quickly and consistently, with the option to auto-retrieve data from the Central Statistical Office database. Built-in alerts track deadlines and terms, and invoicing schedules are generated in the system.
• Orders – raise requisitions and fulfil project needs. Orders can be split into line items and rolled into the project budget. The system catalogues supplier offers under one task; once accepted, offers are linked to projects and form the basis for requisitions.
• Correspondence — logging and automatic registration of incoming and outgoing letters. Templates usage speed execution, and linking letters to project records optimises management. Both project-specific and company-wide correspondence is handled here.
  
  The system streamlines handling of incoming mail via email, post and shipments delivered through the government’s e-Doręczeń platform. Search is fast and threads are organised. Automation links inbound and outbound items, groups letters into threads, and assigns them to specific construction sites.
• Reporting — structured data input becomes a single source of information that can be easily surfaced as clear, actionable reports.

Measured benefits of the implementation:

significant reduction in document approval time,

tighter cost control through automatic budget updates and alerts,

lower risk of error and omission in document handling,

one place for complete, well-organised project documentation,

higher efficiency across Purchasing, Finance, Administration and Project Management.

The modern document and project management system has become not only an operational workhorse but also a strategic asset supporting day-to-day operations and future growth.