One command center for every department of a construction-tech firm

Heleos VDC is a BIM coordination and 3D laser-scanning firm. We built the command center its sales, marketing, operations, and leadership work from: one hosted app, with a department for each team.

Every department has its own dashboards over live CRM, project, marketing, and knowledge data. AI agents do the preparation: pulling the numbers, drafting the outreach, triaging the requests. People make every decision and send every message.

• Client: Heleos VDC
• Industry: BIM coordination, 3D laser scanning, MEP design
• Our role: Designed, built, and operate it
• Status: In production

Before: the business ran on scattered tools and memory

Like most growing firms, the work lived in spreadsheets, inboxes, and people's heads. Quotes were assembled by hand. Leads slipped between tools. Marketing numbers lived in several places that never agreed.

Senior people spent their week on paperwork instead of clients, and nobody could open one screen and see where the business stood.

The Sales department

Eight tabs that take a salesperson from who to contact today, through the pipeline and the estimating queue, to the reports and the AI agents that prepare all of it.

• Communications: The daily outreach desk: who to reach out to today, which threads need a follow-up, and new website leads. The AI drafts; a person sends.
• Zoho CRM: Pipeline health read live from Zoho CRM, with a hygiene worksheet that proposes the next step for every deal that has gone stale.
• Lead Source: Every lead scored by fit and tier, with a funnel from first contact to qualified and a hot list of who to act on now.
• Proposals: The estimating pipeline, from a new request to a quote sent to a signed contract, with a task board for the estimator.
• Presentations: One library for decks, brand assets, reference pages, and design exports, so the latest version is always the one that gets sent.
• Metrics Dashboards: The sales picture at a glance: what matters right now, pipeline by owner and source, and the trend over time.
• Reporting: The weekly leads report, the latest brief, a change log, and a feed of every automated job, each with a Run now button.
• Agent Management: Where the AI agents are run: who is working, what each one is doing live, their skills, and their schedules. Dropping a ticket on an agent's lane sends it the work.

The Marketing department

Content, lead generation, sales enablement, market research, and events, with an executive summary that shows where every number comes from.

• Content Marketing: Social posts with a posted toggle per channel, an editorial calendar coloured by channel, and search and audience numbers pulled from the source.
• Lead Generation: Website form leads and the LinkedIn inbox next to the marketing funnel, so marketing can see what its work turned into.
• Sales Enablement: Case studies with a production checklist for each one, from the project history to the published page.
• Market Research: A research library, a competitor table with a watchlist toggle, competitor profiles, and a matrix of who offers which service.
• Events: Industry events found, ranked, and put on a calendar. Each one can be exported as a calendar invite.
• Executive Summary: Headline numbers against their targets, with a table showing where every number comes from and how fresh it is.
• Agent Management: Where the AI agents are run: who is working, what each one is doing live, their skills, and their schedules. Dropping a ticket on an agent's lane sends it the work.

The rest of the company

Executive, operations, training, HR, two knowledge bases, a task board, a file library, and sign-in security. The same app, one login.

• Executive: For the owner: company pulse, the daily brief, the CEO report, a log of changes and decisions, and budget.
• Plans & Docs: The day plan for each team, with trackers, kickoff notes for each AI lane, and runbooks for the steps a person has to take.
• Operations: Projects read from Zoho Projects, a drag-to-change-status board that writes back, extra work orders, and the contractor pool.
• Training: A training library, onboarding paths with a checklist per person, and a form that has an AI agent build a training deck.
• HR: The team directory, the contractor pool, and policies and onboarding.
• Heleos KB: The company's knowledge as articles: brand voice, company facts, services, playbooks, and a prompt library. The AI agents read from the same pages.
• Claude KB: A second knowledge base that teaches the team to work with AI: where to start, a glossary, cheatsheets, and guides.
• Tasks: Milestones in lanes, one lane per AI terminal. Each milestone says what done means, who does each step, and carries a ready-to-paste session prompt.
• Library: Every file the company uploads, by department and category, with preview and download.
• Settings: Sign-in with a password plus an authenticator app and recovery codes, personal API tokens, and user management for admins.

What makes it work

• Dashboards each person can arrange: Tiles drag, resize, hide, and expand to full screen. Each person's layout is saved for them.
• Live CRM, kept honest: Pipeline is read from Zoho CRM. A hygiene worksheet lists every deal with a stale close date and proposes its next step.
• An estimating pipeline: Requests move from intake through scope review and estimation to a quote sent and a signed contract, with a checklist on every deal.
• AI agents with real jobs: Sales, estimating, research, IT support, engineering, and marketing agents, each with a role, a set of skills, and a queue. Dropping a ticket on an agent's lane dispatches it.
• Skills you can read and edit: Every automated job is a named skill with a versioned, plain-language prompt. Edits are reviewed before they go live.
• Schedules that catch up: Jobs run on a schedule, never overlap themselves, and run once on restart if a slot was missed. A job that is missing a connection says so instead of failing quietly.
• A morning run: Before the day starts, the system produces the sales and marketing reports and a day plan for each team.
• Operations that write back: Projects are read from Zoho Projects, and status changes made on the board are pushed back.
• Knowledge the agents share: Brand voice, company facts, services, and playbooks live as articles. People read them, and the agents work from the same pages.
• Sign-in that holds up: A password plus an authenticator app and recovery codes, roles for members and admins, and an audit log of every write.

Guardrails built into the system

• Agents draft. Anything sent, called, paid, signed, or posted is a step a person takes.
• The CRM is read-only to the app. Nothing in the sales record can be changed by an agent.
• Marketing records never carry pricing or deal amounts.
• Every write, by a person or an agent, is recorded in an audit log.
• Agents work on their own branches and never change the live system directly.
• A daily cap limits how many agent runs can start.

Under the hood

• React
• TypeScript
• Node.js
• PostgreSQL
• Zoho CRM
• Zoho Projects
• Airtable
• Google Search Console
• SendGrid
• Claude Code

Your business isn't Heleos VDC, but the shape of the problem is probably the same. The same command center can be built around your sales, your marketing, and your operations.