Why it matters
Most back offices run on manual re-entry: certified payroll pulled from timecards by hand, ITA notices tracked in someone's inbox, SMARTS and B2Gnow filings assembled the night before they're due. Every hand-off is a place a number gets transposed, a deadline slips, or a filing goes out wrong — and on public contracts, a wrong filing holds your progress payment or knocks out your bid. We build the same checking discipline that runs our own certified-payroll gate into your document pipelines, so the errors get caught before they leave your building, not after an agency flags them.
How we do the work
Map the pipeline
We audit where your documents originate — timecards, SMARTS submittals, ITA postings, B2Gnow utilization logs, E-Verify/I-9 records — and mark every point where a hand-off can drop or corrupt data before it reaches a filing or a decision.
Build the checking layer
We engineer the same pre-flight logic behind our own certified-payroll gate for your pipeline: field-level validation, cross-document reconciliation, and exception flags that catch errors before a human ever sees the document.
Automate the workflow
We connect the systems you already use so data moves between them without manual re-entry, with every automated step logged, timestamped, and reversible.
Design the human-review gate
Every pipeline ends at a named reviewer with a clear approval screen. Nothing files, submits, or sends without that person's sign-off — the automation prepares the work, it doesn't authorize it.
Hand off and monitor
We document the system, train your team on the review gate, and stay on through the first live filing cycles to confirm the pipeline holds under real deadlines before we step back.
What you receive
- Pipeline audit report naming every manual hand-off in your document flow and its failure risk
- A working document-checking pipeline built for your named systems (certified payroll/eCPR, SMARTS, ITA tracking, B2Gnow, E-Verify, or your internal document stores)
- A human-review gate: a named approval screen or checklist where a specific person signs off before anything files, submits, or sends
- Integration scripts wired into your existing systems — no new platform purchase or data migration required
- An exception log and audit trail covering every automated step, so you can show an auditor exactly what ran and who approved it
- A 30-day monitored handoff period where we fix anything the pipeline misses on real filing cycles before we step back
AI enablement is billed through the Business / AI consulting line in the engagement builder at $175 an hour. Defined pipelines can be quoted as fixed-fee projects once the audit maps the work; final scope is confirmed in the countersigned engagement. Configure this service and see your estimate in the engagement builder.
Questions contractors ask
Is this a fully autonomous AI running our back office?
No. Every pipeline we build ends at a human-review gate — a named person on your team signs off before anything files or sends. We engineer the checking and the automation; your team keeps the decision.
What systems can you actually connect to?
Whatever you already run. We've built against certified-payroll and DIR eCPR filing, SMARTS stormwater submittals, ITA notice tracking, B2Gnow utilization reporting, and E-Verify/I-9 records, plus standard document stores and spreadsheets. We build to your systems; we don't make you migrate to ours.
How do you price a project like this?
Open-ended engineering work is billed hourly. Defined pipelines are quoted as a fixed-fee project once we've mapped the work in the audit. You get a number before you commit to either.
Aeternus Dynamics uses AI-assisted tools to help prepare and check compliance documents; all deliverables are reviewed by a qualified human before submission or use. Aeternus Dynamics is not a law firm and does not provide legal advice. See our Terms & Disclosures.