At a glance
Identify the project and record an incoming document for review.
Keep extracted dates and visible signatures untrusted until a person checks the source.
File the source and show what is received, missing or awaiting action.
Prepare a follow-up without sending it automatically.
The coordination problem
A contract can arrive in one email, a revised copy in another, and a signature request in a third. Without a clear register, it is hard to see which document is on file, who needs to act and which date needs attention.
How the workflow helps
The workflow routes an incoming document image to the identified project, extracts administrative observations, and places them in Pending Verification before filing the source in Google Drive. After I review and verify the source, the Google Sheets register shows the accepted status and next action. A missing signature can lead to a single unsent Gmail follow-up draft. Duplicate inputs are recorded without creating duplicate work.
Internal reporting uses verified administrative fields only.
Workflow implementation shown in n8n.
What I demonstrated
Using a sample Northshore Residential / Smith Residence scenario, I verified one accepted register record, one expected Drive file and one unsent Gmail draft. The PNG document path included image extraction, human verification and duplicate handling against real Google services. No external follow-up was sent.
Separately, 53 controlled scenarios ran inside n8n using simulated provider failures, and 61 local tests passed. These tests exercise the workflow logic and safeguards.
What stays human-controlled
A person checks the source, dates and visible signatures before the extracted record becomes trusted.
Follow-ups remain drafts until a person reviews and sends them.
“Signature appears present” is an observation, not a finding of legal validity.
The system may track receipt of a Practical Completion document; it does not decide that Practical Completion has been achieved.
The builder and responsible project team retain approvals, commercial and contractual interpretation, legal and construction decisions, certification and site responsibility.