Quantities, Locates, and Field Conditions
Custom software for site work, excavation, utilities, and roadway contractors — pay item quantity tracking, 811 locate management, crew and equipment allocation, and the daily record a delay claim depends on.
Sound
Familiar?
Common problems we solve for heavy civil businesses.
You get paid on quantities. You count them twice and trust neither number.
→Installed quantities captured in the field against the pay item schedule, with station or location and the crew that placed them. The draw is assembled from what was recorded as it happened, not reconstructed from memory and a tape measure the week it is due.
811 locate tickets expire and nobody knows until a crew is standing on a hole
→Locate tickets tracked against their own clock — requested, marked, expiring, expired — tied to the work area they cover, with the crew scheduled into that area notified before the ticket lapses rather than after.
Equipment sits idle on one job while another job rents the same machine
→Fleet allocation across active jobs with utilization by unit. When a scraper is idle on Tuesday and a second job is quoting a rental for Wednesday, the system is the thing that notices.
SWPPP inspections come due on a rain trigger nobody is watching
→Inspection schedules that respond to both the calendar and the rainfall trigger, with BMP status, corrective actions, and photo evidence stored per site — so the inspection file is complete before anyone asks to see it.
Trench safety documentation gets produced after the fact rather than before the dig
→Daily protective-system selection, competent-person sign-off, soil classification, and access/egress captured at the excavation, on the day, against the location. The documentation exists because the work happened, not because an inspector arrived.
Field conditions are the reason for a delay claim and they were never written down
→Daily reports carrying weather, ground conditions, standby time, and what actually stopped work, with photos and timestamps — the contemporaneous record that determines whether a claim survives contact with the owner's scheduler.
What We Build
Custom software designed specifically for heavy civil operations.
Pay Item Quantity Tracking
Installed quantities recorded in the field against the bid schedule, with location and crew. Running installed-versus-bid by item, and a draw assembled from the record rather than a re-count.
811 Locate Management
Every ticket tracked through requested, marked, expiring, and expired — bound to the work area it covers, with the crews scheduled into that area alerted before it lapses.
Equipment & Crew Allocation
Fleet and crew assignment across active jobs with utilization by unit, so idle iron on one site is visible before another site rents the same machine.
SWPPP & Environmental Records
Inspection scheduling on calendar and rainfall triggers, BMP status, corrective actions, and photo evidence per site — a complete file at any moment, not one assembled on request.
Trench Safety Documentation
Protective-system selection, competent-person sign-off, soil classification, and access and egress captured at the excavation on the day, tied to the location it applies to.
Daily Field Reporting
Weather, ground conditions, standby time, quantities placed, and what stopped work — with photos and timestamps. The contemporaneous record a delay claim stands or falls on.
What heavy civil actually measures
Cut and fill volumes computed between existing and proposed surfaces, pipe by size and depth, pavement by section, and the pay item quantities the contract will actually pay against.
By hand
Earthwork is the highest-risk number on the bid and the slowest to produce. Volumes are computed once, checked rarely, and re-computed from scratch every time the grading changes — and a swell and shrink assumption buried in a spreadsheet is often the difference between a profitable job and a bad one.
With AI takeoff
Volumes computed between surfaces with the swell and shrink assumptions stated rather than buried, regenerated when the grading changes. The bid quantities carry into the field as the pay item baseline, so installed-versus-bid is a comparison rather than a re-count before every draw.
Heavy Civil software, answered directly
Is this a CRM?
Yes. Aeopic builds custom CRM software for heavy civil businesses — contacts, pipeline, scheduling, activity history, and reporting are all part of it. The difference is what sits at the centre of the record: your pay item, not a generic "deal". Pay item quantity tracking, 811 locate ticket management, and Equipment and crew allocation run inside the same system rather than in three separate tools that don't talk to each other.
What does an AI operating system actually do?
An AI-integrated operating system is a custom CRM with your operations built into it and an AI layer that can read all of it. For heavy civil work, that means the system reconciles installed quantities against the pay item schedule before the draw, flags an 811 ticket approaching expiry, and turns the day's weather and field conditions into the record a delay claim depends on. The AI is not a chatbot bolted onto the side — it has access to the same pay items, documents, and history your team does, and every action it takes is reviewable.
How is this different from a commercial construction management suite built around submittals?
Off-the-shelf software asks you to describe heavy civil work in its vocabulary, so you end up with custom fields standing in for pay items and a spreadsheet holding whatever wouldn't fit — which is how you get a draw short by quantities you installed but could not evidence. A custom platform uses your vocabulary from the start. You also stop paying per seat, and adding a capability is a change to software you own rather than another subscription.
Do I own the code?
Yes. You own the source code, the database, and the deployment. There is no per-seat license, no vendor who can raise your rate, and no feature that can be sunset out from under you. If you stop working with Aeopic, your pay items and the system that manages them keep running, and any competent developer can maintain the codebase.
Get Paid For Everything You Actually Installed
Let's scope a platform built on quantities, locates, and field conditions rather than on submittals and RFIs. Texas-based, and built for site work — not adapted from a building contractor's tool.
No obligation · Response within 24 hours · Full code ownership