Engineers · client enquiries and scheduling
Send clients clear project updates without writing them by hand
The problem
Project managers spend hours each week writing status emails, chasing engineers for news and answering “where are we?” calls.
What you get
A weekly plain-English update for each project, drafted from your project data and sent after a quick check.
Three ways to do it
Indicative monthly running costs, not quotes. They exclude VAT and any one-off build or set-up work. Claude usage is based on Anthropic’s list prices for Claude Sonnet 5.5 and Haiku 5.5; other figures are rough estimates prepared in October 2026.
How it’s built
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Agree what a good update looks like
Progress, next steps, risks and decisions needed from the client. Write one by hand to use as the template.
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Pull status from where work is tracked
Planner, a spreadsheet, your project tool or the site-visit database.
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Draft the update with AI
Each week the workflow sends each project’s changes to the model with your template and tone guide.
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Approve with one click
Drafts go to the project manager in Outlook or Teams to approve, edit or skip.
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Log what was sent
Each update is saved to the project record for a clear audit trail.
How it fits common tools
- Microsoft 365 Outlook, Teams, SharePoint and Excel connect through Power Automate, and n8n, Make and Zapier all support them. Microsoft Bookings is included in most business plans.
- Google Workspace Gmail, Calendar, Sheets and Drive have well-documented APIs and ready-made connectors in n8n, Make and Zapier.
- Zoho Zoho Bookings, Forms, CRM and Sign all have APIs, and Zoho Flow links them together. Make and n8n have Zoho connectors too.
- Field form apps Most field apps (e.g. GoCanvas, Fulcrum) can send each submission to an API or webhook, so data flows into reports and portals without re-typing.
- Xero or QuickBooks Both have open APIs and connectors in Make, n8n and Zapier, so invoices, payments and reminders can be automated.
- Spreadsheets Fine as a starting point. Once the automation is live, move the data into a proper database or list so it doesn’t break when someone renames a column.
- Paper forms Usually the biggest quick win: replacing paper with a phone or web form removes the re-typing entirely.
Watch-outs
- Review every AI-written update for the first few months.
- The update is only as good as the task data behind it.
Want this built for your firm?
Blue Tea is a UK-based software partner. We start with the problem, not the software: if an existing system already does the job, we’ll configure it. If it doesn’t fit, we’ll design and build something that does.
- ISO 9001 and ISO 27001 certified
- Strategy, design and engineering under one roof
- No obligation. Just a conversation about your process.