How Karmen AI Is Empowering Construction Project Managers to Work Smarter, Not Harder

In today’s fast-paced construction industry, the role of a project manager can be incredibly demanding. From managing timelines and budgets to coordinating subcontractors and ensuring that all project updates are accounted for, construction project managers juggle multiple responsibilities. However, one of the most time-consuming aspects of their job is managing endless emails, invoices, requests for information (RFIs), and change orders. This administrative burden can easily consume hours each day, leaving little time for more strategic decision-making. Enter Karmen, an innovative AI-powered assistant that promises to revolutionize how project managers handle these tasks.

Founded in 2024 by Jonas Ebrahimi and Naman Wahi, Karmen was developed to help construction project managers automate mundane, time-consuming administrative tasks. The AI assistant, which links directly to emails and construction management software, offers a more streamlined approach to managing updates, approvals, and correspondence. By doing so, Karmen is helping project managers save valuable time—up to three hours per day—by automating the documentation process and improving workflow efficiency.

In this article, we will explore how Karmen works, the problem it solves, and why it is a game-changer for the construction industry.

Why Do Project Managers Spend So Much Time on Emails and Admin Tasks?

Construction project managers often face a constant influx of emails from subcontractors, vendors, clients, and other stakeholders. These communications cover a variety of crucial project updates, including invoices, RFIs, and change orders. However, many subcontractors are reluctant to adopt construction management software, which means project managers must sift through hundreds of emails daily to track project-related updates.

Here are some common types of emails construction project managers receive regularly:

1. Invoices: These emails contain billing information for completed work or materials. Managing invoices can become a daunting task when there are numerous subcontractors working on different parts of a project.
2. RFIs (Requests for Information): Subcontractors may send RFIs asking for clarifications regarding project specifications or other details. These RFIs are often critical for keeping the project moving smoothly, but they can be lost in a sea of other emails if not properly organized.
3. Change Orders: When changes occur in a project’s scope, schedule, or budget, change orders are created to adjust contracts or timelines accordingly. These emails require quick attention and often involve extensive documentation.

All of these tasks require project managers to manually enter data into various software platforms (e.g., Procore) and ensure that all updates are accurately recorded. The process can be incredibly time-consuming and prone to human error. On average, project managers spend hours daily searching through hundreds of emails, tracking correspondence, and uploading information into construction management systems.

How Can Karmen Automate These Tedious Tasks?

Karmen’s AI assistant provides a much-needed solution to the above problem by automating several key administrative tasks. By connecting to both emails and construction management tools like Procore, Karmen simplifies the process of organizing and tracking project updates.

Here’s how Karmen works to save project managers time and improve workflow efficiency:

1. Data Entry Automation

Karmen automates the manual process of entering details from emails into construction management software. Whether it’s inputting invoice details or RFI responses, Karmen can extract relevant data from incoming emails and automatically upload it into the appropriate fields within the software, saving valuable time that would otherwise be spent on repetitive tasks.

2. Project Matching

One of the most challenging tasks for a project manager is ensuring that all emails and updates are correctly linked to the right project or subcontractor. Karmen uses AI to automatically match emails to the relevant project and subcontractor, eliminating the need for manual sorting and ensuring that all updates are associated with the correct project.

3. Real-time Notifications and Updates

Karmen not only helps with organizing information but also keeps project managers in the loop in real time. When subcontractors send important updates—such as a potential change order or RFI response—Karmen sends instant notifications, ensuring that project managers are always aware of developments that may affect the project’s schedule, scope, or budget. This helps project managers stay proactive and avoid delays caused by missed communications.

What Makes Karmen Different from Other Project Management Tools?

Karmen stands out in a crowded market of project management tools because it focuses specifically on automating email-based administrative tasks. While there are many project management platforms like Procore that help construction professionals manage timelines, budgets, and tasks, Karmen goes beyond these tools by automating the backend processes that typically eat up so much time.

Here are a few ways Karmen sets itself apart:

1. Email and Text Integration: Unlike most project management tools, which require users to manually input data, Karmen integrates directly with emails and text messages. This makes it much easier for project managers to manage incoming correspondence without leaving their email client or mobile device.
2. User-Friendly Interface: Karmen’s design is simple and intuitive, making it easy for construction professionals to use without extensive training. Its automation features are seamlessly integrated into the workflow, allowing project managers to get started immediately.
3. AI-Powered Data Processing: Karmen uses advanced AI to automatically process data from emails, identifying key information such as invoices, RFIs, and change orders. This ensures that project managers do not have to waste time searching for or manually inputting this data into their systems.

Who Are the Founders of Karmen?

Karmen was founded by two highly experienced professionals with complementary skills in both construction and technology. Jonas Ebrahimi, the co-founder, has a background in logistics and commodity trading. He previously worked at IXM, overseeing the delivery of over $1 billion in aluminum annually. Growing up, Jonas also worked for his parents, who were general contractors in London. This hands-on experience in the construction industry has given him a deep understanding of the challenges faced by project managers.

The other co-founder, Naman Wahi, brings a wealth of expertise in AI and software development. Naman holds a Master’s degree specializing in Artificial Intelligence and Machine Learning from Imperial College London. Prior to founding Karmen, Naman worked as a software engineer at nPlan, a startup focused on delivering AI solutions for large-scale construction projects with clients such as Shell, ExxonMobil, and Skanska. Naman’s background in both AI and construction technology makes him well-equipped to develop cutting-edge solutions like Karmen.

What Are the Benefits of Using Karmen for Construction Project Managers?

Using Karmen offers several key benefits to construction project managers, making it an invaluable tool for anyone working in the industry. Here are some of the top advantages:

1. Time Savings: Karmen automates many of the most time-consuming administrative tasks, allowing project managers to focus on higher-priority tasks. On average, Karmen users save about three hours per day.
2. Reduced Human Error: By automating data entry and task management, Karmen reduces the chances of human error, which can lead to costly mistakes and project delays.
3. Improved Communication: Karmen’s real-time notifications ensure that project managers are always aware of important updates, helping to improve communication with subcontractors, clients, and other stakeholders.
4. Seamless Integration: Karmen integrates smoothly with existing construction management software like Procore, making it easy to implement without disrupting current workflows.
5. Scalability: As construction projects grow in size and complexity, Karmen can scale to handle the increased volume of emails, RFIs, invoices, and change orders, ensuring that project managers continue to save time and operate efficiently.

Conclusion: Why Karmen is the Future of Construction Project Management

Karmen is more than just an AI assistant—it’s a game-changer for the construction industry. By automating tedious tasks like data entry, project matching, and real-time notifications, Karmen enables construction project managers to save time, reduce errors, and improve communication. With its intuitive design and seamless integration with construction management software, Karmen is poised to become an essential tool for construction professionals looking to stay ahead of the competition.

As the construction industry continues to embrace technology, innovations like Karmen will be at the forefront, helping to streamline operations and enhance productivity across the board. For any project manager looking to reclaim hours of valuable time each day, Karmen offers a practical, AI-driven solution that delivers results.