AI agents that handle project admin for environmental consulting firms. $0 upfront. Done for you.
Built for environmental consulting firms: we find the repetitive project admin your team does every day and build you a team of 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
Specialists in project admin for
Where the admin piles up in environmental consulting firms
Site assessments, wetland delineations and permitting are report- and deadline-driven — with records requests, agency correspondence and client updates to chase.
What your agents handle
Phase I site assessment ordered
Records requests sent and site visit booked
Regulatory database results back
Filed and report sections drafted for review
Agency permit comments received
Summarized and assigned with a due date
Report deadline in 5 days
Team reminded with outstanding items
Report delivered
Invoice sent the same day
Agents we'd start with
Document Chaser
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.
Permit & Agency Tracker
Tracks every permit, plan review and agency submittal, summarizes comment letters, and reminds you before resubmittal and renewal deadlines.
Intake & Scheduling Agent
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.
Invoicing Agent
Turns tracked hours and phase completions into draft invoices with backup in BQE, Ajera or QuickBooks, and sends them once you approve.
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.
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
Example 1 of 11
Coworkers, not chatbots
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.
Start with a project week. End with your evenings back.
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.
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.
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.
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.
$0 upfront. One flat monthly price.
One plan that covers building, running and maintaining every system — no tiers, no build fees, no surprise invoices.
We build, run and maintain the AI agents that handle your daily admin.
$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
- Monthly strategy call & priority support
AI platform costs, billed at cost
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.
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.
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